JOB DESCRIPTION

Administation Assistant

Founded in 1956, The Danish Refugee Council (DRC) is a humanitarian, non-governmental, non-profit organization providing direct assistance to conflict-affected populations – refugees, internally displaced people (IDPs) and host communities – in more than 40 countries around the world.

The EAGL Regional Office covers the following country operations: Burundi, Djibouti, DR Congo, Ethiopia, Sudan, Kenya, Somalia, South Sudan, Tanzania and Uganda.

Overall purpose of the role:

The purpose of this role is to 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 administrative assistance to the Executive Director and administrative filing

Responsibilities :

The Administration Assistant for will

• Maintain office supplies and stationary
• Ensure timely payment of admin vendors
• Provide admin support for conferences and seminars
• Ad hoc admin support to the regional office staff
• Arrange staff travel for regional & international travel (UNHAS & commercial flights) using the appropriate flight services.
• Ensure travel bookings are done as per DRC procurement procedures.
• Arrange airport transfers and accommodation bookings for staff under regional and international travel at the recommended hotels and apartments.
• Provide support to RO and visiting teams with visa processing and advise visitors accordingly on requirements for various visas.
• Maintain and update ‘pre-arrival brief’ for visitors and new staff and ensure it is sent to visitors arriving in Nairobi for the first time
• Maintain timely communication & provide travel updates to staff concerned and the administrative focal points in the field offices.
• Coordinate visitors local transport needs with the Facility manager
• Timely processing of travel invoices for payment ensuring full documentation including boarding passes
• Maintain flight tracking records that show flights booked, project codes and payment status
• Maintain update list of international return tickets purchased for expatriate staff, keeping track of expiry dates.
• Monitor the performance of approved travel agents and highlight any issues on timely basis, making recommendations as appropriate.
• Maintain monthly reports on tickets issued, and hotel reservations in the travel tracker.
• Screen documents that need the approval of the Executive Director, and certify documents are completed with compliance before presenting them for approval in ensuring that the process went through the right channels and financial verification are in place.
• Support the EDR with travel bookings and visa applications

About you

In this position, you are expected to demonstrate DRC’s 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 act in line with our vision and values.

Experience and Technical comptencies (included year of experience)

• A minimum of 1 years relevant experience in Administration in an NGO.

• 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

• Degree in Business Administration or equivalent professional qualification

What we offer

Contract length: 1st October 2025 – 31st December 2025

Band: I non –management

Start date: 1st October 2025

Duty station: Nairobi/Kenya

Reporting Line: Head of Human Resources and Administration

Providing equal opportunities We are committed to creating an inclusive and positive work environment based on mutual respect for all employees. All applicants are considered for employment without attention to race, age, ability, ethnicity, nationality, religion, gender identity, sexual orientation, marital status, or any other factor. At DRC we celebrate diversity and appreciate our employees for the people they are and their unique skills, backgrounds, and perspectives. We encourage all interested candidates to apply.

DRC strives to attract, motivate and retain qualified national staff within its programs. As such, we strongly encourage national and diaspora candidates to apply for this position.

Promoting high standards : DRC’s capacity to ensure the protection of and assistance to refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. DRC conducts thorough and comprehensive background checks as part of the recruitment process.