ESSENTIAL JOB DETAILS

• Position Title: Office Services Assistant
• Location: Nairobi, Kenya
• Employer: McKinsey & Company
• Employment Type: Full-Time
• Number of Vacancies: 1
• Estimated Salary: KES 120,000 – 160,000 (10% below Nairobi market range for corporate admin roles)
• Category/Department: Firm Administration / Office Services
• Application Deadline: Ongoing (check employer portal for updates)

INTRODUCTION

An exciting career opportunity has opened for an Office Services Assistant in Nairobi with one of the world’s most respected consulting firms. This is a job vacancy designed for detail-oriented professionals eager to take responsibility for office operations, administrative coordination, and employee support.

From ensuring seamless day-to-day functionality of office facilities to managing supplies, correspondence, and HR onboarding, the Office Services Assistant plays a pivotal role in sustaining organizational excellence. This role is not only about administration — it is about shaping an environment where employees thrive, clients are served efficiently, and the business can scale effectively.

If you are seeking a career opportunity that blends operational management, people support, and organizational impact in a global consulting firm, this Office Services Assistant role in Nairobi is a perfect fit.

ABOUT MCKINSEY & COMPANY

Founded in 1926, McKinsey & Company has grown into the world’s leading management consulting firm, operating in 65+ countries with over 30,000 employees. The firm advises governments, Fortune 500 companies, NGOs, and startups on strategy, operations, digital transformation, and organizational performance.

Key highlights:

• Global Presence: Offices in 130+ cities worldwide.
• Clientele: Serving diverse industries, from healthcare and technology to energy and finance.
• Culture: Built on apprenticeship, collaboration, diversity, and high performance.
• Impact in Africa: McKinsey has been active in Africa for over two decades, supporting sustainable growth and innovation projects.

The Nairobi office is a hub for East African operations, bringing together professionals from Kenya and across the globe to deliver solutions that drive economic growth and social impact. Working as an Office Services Assistant here means being part of a firm that values precision, innovation, and global excellence.

KEY RESPONSIBILITIES

As the Office Services Assistant, you will:

• Manage Office Operations: Oversee day-to-day running of office facilities to maintain a clean, efficient, and professional workplace.
• Inventory Control: Monitor and replenish office supplies, ensuring optimal stock levels.
• Facility Coordination: Liaise with vendors for maintenance, repairs, and office equipment servicing.
• Scheduling: Assist in scheduling staff meetings, appointments, and travel arrangements.
• Correspondence Handling: Manage incoming/outgoing mail, emails, and calls professionally.
• HR Support: Help with onboarding of new hires, maintaining employee records, and supporting HR compliance.
• Event Coordination: Organize internal meetings, conferences, and team-building activities.
• Policy Compliance: Maintain office policies and ensure adherence to McKinsey’s administrative standards.
• General Administration: Provide ad-hoc support to teams, managers, and visiting global staff.

QUALIFICATIONS & SKILLS

To qualify for this Office Services Assistant position, you should have:

• Bachelor’s degree in Business Administration, Office Management, or related discipline.
• Proven experience as an Office Administrator, Office Manager, or Administrative Assistant.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and time management skills.
• Ability to multi-task and work independently or in a team.
• High attention to detail and problem-solving capability.
• Knowledge of office management systems and procedures.
• Excellent written and verbal communication skills.

COMPANY CULTURE & VALUES

McKinsey thrives on:

• Continuous Learning: A global apprenticeship culture where every role provides opportunities for growth.
• Innovation: Encouragement of new ideas, processes, and diverse perspectives.
• Collaboration: Teams work seamlessly across countries and industries.
• Integrity & Excellence: High ethical standards and focus on delivering measurable impact.
• Diversity & Inclusion: Representation of 100+ nationalities worldwide, fostering creativity and cross-cultural teamwork.

For an Office Services Assistant, this means you will be embedded in a culture where your administrative role contributes directly to the firm’s high performance and employee satisfaction.

HOW TO APPLY

Qualified candidates are encouraged to apply online through McKinsey’s career portal:

👉 Apply Here – Office Services Assistant (Job ID: 101433)

Ensure your application includes:

• Updated CV/Resume
• Cover Letter tailored to the role
• Copies of relevant academic and professional certificates

ADDITIONAL ENGAGEMENT

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TAGS

Office Services Assistant Nairobi, McKinsey administration jobs, office management vacancies Kenya, administration careers Nairobi, Office Administrator jobs 2025

—-END OF JOB DESCRIPTION—-

10 DETAILED ADMIN TIPS TO SUCCEED AS AN OFFICE SERVICES ASSISTANT – MCKINSEY NAIROBI

1) Master Office Operations Through Structured Systems

The first step to excelling as an Office Services Assistant is establishing structured systems that keep operations smooth. McKinsey thrives on efficiency, and the Nairobi office is no exception. Develop a daily office checklist: cleanliness verification, printer/copier readiness, meeting rooms set, and reception desk supplies stocked. Keep a weekly log for facility checks — from HVAC systems to safety equipment.

For inventory, apply the par-level system: set minimum and maximum thresholds for office supplies like stationery, toner, and kitchen provisions. Automate re-order reminders in Excel or an inventory software. Avoid overstocking (wastage) and understocking (delays).

Facilities management requires vendor coordination. Build a vendor contact list with response times, SLAs, and emergency contacts. In case of breakdowns, you’ll know exactly who to call. By combining checklists, par-levels, and vendor logs, you position yourself as the silent engine keeping the office running at McKinsey standards.

2) Elevate Scheduling and Calendar Management

McKinsey’s consultants operate on tight client timelines, so scheduling precision is critical. As an Office Services Assistant, you’ll assist with meeting coordination, travel arrangements, and internal events.

Master tools like Outlook calendar, Zoom/Teams integration, and shared resource booking. For meetings, prepare standard templates that include agenda, participants, room setup, AV requirements, and catering notes. For travel, maintain an updated list of preferred airlines, hotels, and taxi providers vetted for safety and corporate agreements.

Avoid double-booking by using color-coded calendars for staff, meeting rooms, and equipment. Always send confirmations and reminders at least 24 hours in advance. For senior staff, anticipate travel disruptions by pre-identifying alternative flights or hotels.

Proactive scheduling saves time, reduces stress, and demonstrates your value as a reliable admin partner in a consulting firm where every minute counts.

3) Build Excellence in Correspondence and Communication

Handling emails, phone calls, and mail may sound routine, but at McKinsey it’s about brand representation. Every interaction reflects the firm’s global reputation.

For emails, develop templates for common responses — meeting confirmations, visitor instructions, supply orders — while personalizing them for tone. Answer calls within three rings, use a professional greeting (“Good morning, McKinsey Nairobi Office, this is [Your Name] speaking”), and take precise messages.

Sort mail daily and log incoming/outgoing courier items in a register. For sensitive documents, ensure they are signed for and stored securely before delivery.

Internally, keep communication clear and concise. For instance, if you’re notifying staff about system downtime, include cause, expected resolution, and alternative arrangements in one email. Strong communication ensures transparency, avoids confusion, and builds trust.

4) Support HR with Seamless Onboarding Processes

New employee onboarding shapes their first impression of McKinsey. As the Office Services Assistant, you support HR by ensuring smooth integration.

Prepare welcome kits (ID badges, IT logins, stationery, HR documents). Keep a new hire checklist: workspace ready, laptop configured, email access granted, and orientation schedule shared. Walk new hires through office facilities, introduce them to key colleagues, and ensure their HR files are updated in both digital and hard-copy systems.

Coordinate induction sessions by booking meeting rooms, arranging refreshments, and sending reminders. Maintain a tracker of all new joiners, including probation review dates.

By making onboarding seamless, you not only support HR but also reinforce McKinsey’s culture of professionalism and care for its people.

5) Strengthen Policy Compliance and Documentation

Every global firm operates within policies and standards, and McKinsey values compliance. As an Office Services Assistant, be the custodian of policy documents, procedure manuals, and office records.

Maintain updated SOPs for visitors, safety, IT usage, and procurement. Ensure these are accessible via shared drives and visible in common areas (e.g., fire evacuation maps).

For employee records, verify that all documents — contracts, IDs, certificates — are filed securely in locked cabinets with digital backups. Implement an indexing system for quick retrieval.

Regularly audit compliance areas such as access badges, facility safety, and data privacy protocols. By mastering compliance, you protect the firm from operational and legal risks while demonstrating diligence.

6) Coordinate Events and Conferences with Precision

McKinsey hosts client workshops, staff trainings, and team-building sessions. As the Office Services Assistant, your role in logistics determines their success.

Develop an event planning template: venue booking, catering, AV setup, invitations, name badges, agendas, and transport. Keep a preferred vendor list with price comparisons and quality notes. For each event, prepare a run-of-show document (minute-by-minute sequence of activities) and assign responsibilities.

After events, collect feedback from participants and create a post-event report — attendance, costs, lessons learned.

By managing events professionally, you demonstrate project management skills that elevate your role from admin to strategic support.

7) Use Technology to Streamline Admin Tasks

Technology mastery is a game-changer for an Office Services Assistant. Beyond Microsoft Office, learn SharePoint (for document management), Slack/Teams (for communication), and Trello/Asana (for task tracking).

Automate repetitive tasks:

• Set Excel formulas to track supply usage.
• Use Outlook rules to sort incoming emails.
• Create templates for common letters and memos.

Digitize physical records where possible, ensuring easy retrieval. Maintain backups on secure drives.

By leveraging technology, you reduce manual workload, minimize errors, and present yourself as a modern admin professional aligned with McKinsey’s digital-first approach.

8) Master Vendor and Facilities Management

Vendors — cleaners, caterers, repair technicians — are part of your ecosystem. Build professional relationships and negotiate service consistency.

Maintain a vendor scorecard tracking cost, reliability, response time, and service quality. Use this data during renewals or renegotiations. Schedule preventive maintenance for equipment like printers and AC units to avoid downtime.

Conduct monthly facility inspections: lighting, washrooms, furniture, safety signage. Document issues and follow up until resolved.

By managing vendors and facilities proactively, you ensure a safe, efficient, and comfortable workplace for all employees.

9) Manage Confidentiality with Integrity

As an Office Services Assistant, you handle sensitive data — employee files, contracts, client correspondence. Confidentiality is non-negotiable at McKinsey.

Secure all physical files in locked cabinets with restricted access. Password-protect digital records. Never leave sensitive documents unattended.

In conversations, practice discretion. For example, if asked about HR matters, politely redirect inquiries to HR staff. Avoid discussing internal issues outside the office.

Trust is earned through confidentiality. Your integrity safeguards both employee privacy and the firm’s global reputation.

10) Demonstrate Growth Mindset and Professionalism

Finally, McKinsey values growth-oriented professionals. Approach every task — from ordering stationery to managing high-level meetings — with excellence.

Seek feedback actively and implement it. Enroll in short courses (administration, IT, HR basics) to upgrade your skills. Document your contributions in a personal achievement log (e.g., “reduced office supply costs by 15% by renegotiating vendor contracts”).

Dress professionally, arrive on time, and maintain a positive, solution-oriented attitude. The consulting environment is fast-paced; showing resilience, adaptability, and a learning mindset sets you apart.

By positioning yourself as a proactive learner and reliable team player, you open doors for growth beyond the Office Services Assistant role, potentially into HR, operations, or office management.