Administration Assistant

Contract

This is a DRC - National contract. More about DRC - National contracts.

About DRC The Danish Refugee Council (DRC) is a humanitarian, non-governmental and non-profit organization, founded in 1956, that works in more than 35 countries around the world. DRC is one of the largest protection actors in Kenya, actively coordinating and advocating for improving the protective environment for refugees and host communities. DRC implements Protection monitoring, Child Protection and GBV prevention and response programmes in its areas of operation to address protection issues faced by displaced and non-displaced at-risk groups and individuals. The programme also aims to identify and build synergies with DRC´s Economic Recovery sector to facilitate durable solutions and Humanitarian Disarmament & Peace Building activities to enhance to respond to the needs of communities affected by acute crisis as well as those in protracted displacement situations.

Overall purpose of the role: The position holder is responsible to facilitate or support the programme in the day to day implementation of the administration function and needs. S/He will be responsible for welcoming visitors and new staff to the office and assist with overall support in office management. The role will directly report to Area Manager and is expected to coordinate closely with urban program staff and the country office support units (Human Resource, Safety, Supply Chain and Admin) to execute the required responsibilities.

Duties & Responsibilities:

• Receive visitors/clients (do an inventory) and assist them with the relevant DRC information and refer client(s) information to the relevant project and team leads for further necessary action.
• Receive new employees, support in developing an orientation schedule in coordination with HR country office.
• Support to prepare administration budget forecast and ensure that this is well utilized without under/overspends.
• As the urban safety focal point, assist to ensure urban staff safety and office location is in compliant with DRC safety policy in coordination with the Urban Area Manager and Country Safety Coordinator.
• Provide support in ensuring urban program asset register is up to date and compliant with DRC asset policy and that the urban assets are insured yearly by coordinating with the DRC Country office logistics and finance.
• Coordinate closely with the Country office HR to ensure that the Eastleigh area office is compliant with all administrative legal requirements i.e. government registrations and licenses in the area of operation.
• Ensure order and cleanliness of the office - supervise the work of the office cleaner.
• File administrative documents according to procedures. This includes requisition, receive, record, distribute and maintain adequate inventory of office supplies and consumables.
• In coordination with the country office relevant unit, support the Eastleigh program team in the organization of meetings, workshops, conferences and trainings upon official request & approval from the budget holder.
• Consistently update the contact list for all staff.
• Raise purchase requests (PRs) for admin related procurements/or services for the Area Office as per the supply plan.
• Support the supervision and ensure the maintenance of the area office is in line with OSHA recommendations.
• Assist in making official travel arrangements, booking of DRC vehicle/or taxi for programme staff.
• Support to prepare monthly community monitors pay in collaboration with project leads, HR and finance.
• Ensure that the telephone bills and rent are paid on time. Experience and Knowledge

Experience and technical competencies:

• Certificate or Diploma in Business Administration or any related training.
• 2 yrs + experience working as an office assistant/support function in a humanitarian/development context.
• Previous experience from working in urban environment and persons of concerns context is an added advantage.
• Practical experience with Microsoft Word and Excel program and internet.
• Good written and spoken English.
• Ability to keep clear and concise records.
• Attention to detail and excellent numeric accuracy
• Good command of English and Kiswahili language.

Education

• Certificate, Diploma in Business Administration or any related training.

Language:

• Excellent written and spoken English and Kiswahili

Key stakeholders: Internal Stakeholders: Programme staff in urban programme, support staff from country/regional office

External Stakeholders: Beneficiaries, other NGOs, donors and service providers

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.

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.
• Availability: Feb 2024
• Duty station: DRC Urban program, Eastleigh office, Nairobi.

Application and CV: Only motivated applications that address the stipulated duties and meet the required qualifications, sent together with a CV, will be considered. DRC only accepts applications sent via our online-application form on www.drc.ngo under Vacancies. Please remember to upload both a letter of application and your CV and do not attach any written recommendations. Please submit your application and CV in English no later than 10th February, 2024

Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, Female candidates are strongly encouraged to apply.

Equal Opportunities: DRC is an equal opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, color, race, marital status or other protected characteristics. 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. Visit drc.ngo to read more about what we do to secure robust safeguarding mechanisms. If you have questions or are facing problems with the online application process, please visit drc.ngo/jobsupport.