Role Title: Human Resource & Administrative Assistant – Danish Refugee Council (DRC)

The Danish Refugee Council (DRC), founded in Denmark in 1956, is Denmark’s largest and the world’s leading non-profit, independent, rights-based refugee organization. Our vision is to assist communities affected by displacement, protecting them from harm, safeguarding their legal rights, and empowering them towards a better future. DRC East Africa & Great Lakes (EAGL) operates in Burundi, the Democratic Republic of Congo, Djibouti, Ethiopia, Kenya, Somalia, South Sudan, Sudan, Tanzania and Uganda in order to prevent displacement, support communities on the move and help people achieve durable solutions. Using a human rights framework, the DRC East Africa and Great Lakes (EAGL) operation focuses on people who are affected by displacement, including refugees, internally displaced, migrants, and host communities.

Overall purpose of the role:
The purpose of the role is to provide human resources and administrative support to Regional Office across the full range of Administration & HR processes and service areas. These includes travel bookings, accommodation, payment of invoices, visa processing and HR administrative tasks in recruitment, filling, staff induction and staff farewell.

The position is based in Nairobi (Kenya) and opened to national applicants.

The role will have the following key responsibilities :

Travel and Administrative Operations
• 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 & international travel at the recommended hotels & Apartments
• Advise on travel insurance for staff and consultants as required.
• Provide support to RO staff 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 field offices.
• Plan for visitors’ local transportation needs (to/from office and Hotel).
• 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 updated 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 and update travel schedule for staff and visitors travelling to and from field offices and other countries within the region.
• Maintain monthly reports on tickets issued, and hotel reservations..

Front Office Management
• Receive, screen and welcome visitors and direct them to relevant staff.
• Respond to general enquiries and refer to appropriate staff members.
• Receive, record, and distribute all incoming correspondence and deliveries.
• Ensure reception area is neat at all times. Promptly attend to visitors ensuring no crowding at the reception area.

Human Resources.
• Provide administrative support in recruitment i.e posting positions, reference checks, scheduling interviews, administration of tests and filling of all recruitment files.
• Update candidate and positions status on a weekly basis in talent recruiter
• Assist in scheduling and arrange inductions for new staff.
• Support in document management on the HR share point, update trackers, retrieval of files and updating the HR Page.
• Provide HR supporting documents for processing special passes and work permits in collaboration with Admin assistant.
• Preparation of certificate of service for departing staff;
• Coordinate for staff exit documents and ensure they are filed accordingly.
• Support preparation of staff farewell for exiting staff
• Any other duties as assigned

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 competencies (included years of experience)
• Bachelor’s degree in Business Management, Human Resources or equivalent
• Two years’ experience in administration or human resources preferred in an international organization
• Must have knowledge and experience handling flight booking services and procedures
• Knowledge of immigration, visas and travel procedures and protocols.
• Flexible and ability to multi-task and prioritize large and diverse workload in fast paced environment with competing priorities, and ability to remain calm in demanding situations.
• Ability to resolve problems quickly and effectively and recommend appropriate course of action in consultation with line manager.
• Attentive to detail and able to communicate effectively.
• Must have computer skill and be able to work under pressure
• Excellent proficiency in written and spoken English
• Proficiency in Swahili and French
• Excellent interpersonal skills, culturally sensitive and adaptable
• Flexible, enthusiastic and willing to learn from others

What we offer
Contract: 1 Year of Contract with the possibility of extension, subject to funding and performance.
Salary: In accordance with the Danish Refugee Council’s Terms of Employment, Non-Management Band/ I.
Availability: 15 January 2024.
Duty station: Nairobi (Kenya)
Reporting Line: Regional Human Resource & Administrative 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.