Administration Assistant

Danish Refugee Council (DRC) is an independent international non-governmental organization, working in 40+ countries throughout the world, and our primary mandate is to promote durable solutions for refugees and displaced populations. DRC East Africa & Great Lakes (EAGL) region provides urgent response at the onset of displacement and works with displacement-affected populations – both internally and across borders – to develop solutions to the challenges that they face.

The DRC office in Nairobi is a Regional Office providing management support and strategic direction to DRC programs operating in East Africa & Great Lake region.

We are currently looking for an Admin Assistant to join the team.

About the job

The Admin Assistant will provide administrative support to the Regional Office on the full range of the Administration Service areas. These include travel bookings, accommodation, payment of invoices, visa processing and administrative filing.

Your main duties and responsibilities will be:

• Maintain office supplies and stationary
• Ensure timely payment of admin vendors
• Provide admin support for conferences and seminars
• Arrange staff travel for regional & international travel.
• Provide support to RO and visiting teams with visa processing and advise visitors accordingly on requirements for various visas.
• Maintain flight tracking records
• Monitor the performance of approved travel agents
• Maintain monthly reports on tickets issued, and hotel reservations in the travel tracker.
• Receive, screen and welcome visitors and direct them to relevant staff
• Receive, record, and distribute all incoming correspondence and deliveries

About you

To be successful in this role we expect you to have a minimum of 1 year’s relevant experience in Administration in an NGO. Moreover, we also expect the following:

• Positive attitude and service oriented.
• High level of personal initiative and ability to work with minimum supervision.
• Experience in providing administrative support for events and trainings
• A proven systematic approach to maintain tracking systems for admin work processes
• Diploma in Business Administration or equivalent professional qualification

In this position, you are expected to demonstrate DRC’ five core competencies:

Striving for excellence: You focus on reaching results while ensuring an efficient process.

Collaborating: You involve relevant parties and encourage feedback.

Taking the lead: You take ownership and initiative while aiming for innovation.

Communicating: You listen and speak effectively and honestly.

Demonstrating integrity: You uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer

Contract length: 1 year, with possibility to extend, depending on funding and performance

Band: I Non-management

Start date: 1 September 2024

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for National staff; please refer to drc.ngo under Vacancies.