Job Opportunity: Administration Assistant – Danish Refugee Council (DRC)

About Us

The Danish Refugee Council assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfillment of the wish to return home.

The Danish Refugee Council was founded in Denmark in 1956, and has since grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Our vision is a dignified life for all displaced.All of our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.

DRC East Africa and Great Lakes region (EAGL) operation focuses on people who are affected by displacement, including refugees, internally displaced, migrants, and host communities in Burundi, Ethiopia, Djibouti, Democratic Republic of Congo, Kenya, Somalia, South Sudan, Sudan, Tanzania and Uganda.

Overall purpose of the role

The Administration Assistant is responsible for managing all aspects of administrative support at the DRC regional office. S/he will be responsible for efficient administrative operations. The Admin assistant will be responsible for to improve systems and procedures to enhance efficiency and effectiveness. The position holder is the primary interface between DRC and the general public that visit or telephone the Regional Office. As such the administration assistant must be able to represent DRC professionally and always be friendly and pleasant to all callers and visitors.

Key responsibilities:

Administrative support:

• Process all visa, special passes and work permits for international staff and visitors.
• In close liaison with Facilities Manager, ensure all rental and utility bills (telephone, electricity, water, security, thuraya, etc) for the DRC office and leased houses are paid on timely basis.
• Maintain a tracking system for all utility payments and update on monthly basis in close liaison with Facilities Manager and Regional Finance Officer.
• Coordinate bookings for the conference rooms for internal meetings and arrange for required refreshments and stationaries. Liaise with relevant staff to ensure the conference room is always ready for use.
• Ensure monthly staff airtime is processed in compliance with the EAGL telephone/internet guidelines. Photocopy telephone bills for staff exceeding the set limits as per the RO telephone policy and ensure payments are made for excess bills. Maintain a record.
• Administer the stationery store and office supplies ensuring records and controls are in place. Advise on utilization on monthly basis and place timely orders for re-stocking.
• Maintaining an effective filling system for all administrative related documents.
• Support Facilities Manager to Initiate all administration related procurement processes and ensure adherence to DRC’s Operations Handbook.
• Participate as a tender committee member in the tendering process for administrative related services.
• Maintain and update the EAGL Events calendar.
• Participate and support RHRM in reviewing administrative policies and guidelines and ensure communication with staff and compliance.
• Support in biometric system in liaison with IT department and Facilities Manager
• Support with travel and accommodation bookings and airport transfers

Front Office Management

• Receive, screen and welcome visitors and direct them to relevant staff.
• Answer incoming calls at the switchboard, forwarding to appropriate staff or taking messages as required.
• Respond to general enquiries and refer to appropriate staff members.
• Receive, record, and distribute all incoming correspondence and deliveries.
• Prepare and dispatch all outgoing mail.
• Ensure reception area is neat at all times. Promptly attend to visitors ensuring no crowding at the reception area.

Staff Onboarding

• Provide new staff with a detailed orientation on administrative policies, procedures and regulations. Inform expatriate staff on key administrative requirements that relate to expat staff.
• Ensure all new staff have staff IDs, working station set up before staff arrival, necessary stationery provided on arrival,
• Support HR whenever called upon for new staff office tour department.

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.

Qualifications and Experience

• Higher Diploma in Front office management, Business Administration, or any other equivalent field.
• At least three years’ experience in busy office handling front office and office administration, preferably with an NGO.
• High degree of English language proficiency – both written and oral.
• Excellent IT skills in Word, Excel, Outlook
• Knowledge on how to operate PABX switchboard, high-speed copier/scanner and other office equipment.
• Pleasant & diplomatic personality and must be able to represent DRC professionally at all times.
• Good interpersonal and communication skills with ability to build and maintain effective relationships across the organization.
• Commitment to DRC values.

Conditions

Contract: One year contract with possibility of extension, subject to funding and performance. Salary and other conditions are offered in accordance with DRC’s Terms of Employment for Kenyan Staff ; Employment band NMI

Availability: August 2023

Duty station: This position is based in Nairobi Regional Office

Reporting Line: Regional HR and Administration Manager

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.

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