Team Leader-Administration

Contract

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

Overall purpose of the role

The Team Leader - Administration will oversee all aspects of administrative support at the Danish Refugee Council(DRC) regional office. S/he will be responsible for efficient administrative operations and enforce administrative policies and procedures. The Team Leader will be responsible for supervision in the Administration department and will also be expected to improve systems and procedures to enhance efficiency and effectiveness in the department.

Key responsibilities

Office Management/Administrative Support

• Manage the administrative operations of the DRC regional office by ensuring adequate office supplies.
• Oversee general maintenance and repair of the regional office furniture and equipment and ensure they are always in a good state of repair.
• Plan, organize and coordinate meetings and events by ensuring hotel bookings, logistical support, meeting venues are identified and ensure that staff are aware of all the local administrative rules and regulations.
• Oversee the travel desk by ensuring flight bookings, airport transfers, confirmation of hotel bookings, sharing of relevant administrative information and processing Travel agent invoices.
• 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.
• Participate in reviewing of the administrative policies and guidelines and ensure communication to staff and compliance.
• Coordinate timely payment for administration related office supplies and expatriate utilities.

Management of administrative contracts/Leases

• Manage expatriate service contracts, Lease Agreements and Memorandum of understanding by initiating the procurement process, negotiation and administration of these contract/leases/MOUs to ensure quality and also manage the relationship with the Service providers.
• Assess and identify suitable housing for expatriate staff and coordinate with the Safety Coordinator to ensure these houses meet the required minimum DRC security standards.
• Maintain a record of all leases and contracts and ensure renewal in good time and be the focal point for liaison with Landlords.
• Coordinate timely handover of leased properties and ensure a proper handover process including refund of security deposits and restoration of the properties to their original state.

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.

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

• A Bachelors degree in Business Administration or related field
• At least five years' experience in administration, in an international NGO in a similar role.
• Strong people management skills with demonstrated ability to lead, build and motivate teams.
• Strong planning and coordination skills.
• Excellent attention to detail and organization
• Ability to handle substantial workload of diverse tasks in a fast-paced environment with competing priorities.
• Knowledge of travel and immigration procedures. Must have experience in handling humanitarian flight services (EC & UNHAS).
• Positive attitude and service oriented with a high level of personal initiative and pro-active problem solving.
• Able to work with minimum supervision and accomplish results.
• Strong communication and interpersonal skills and ability to maintain open communication at all levels across the organization.
• Excellent communication skills in English is required.

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 MG2

Availability: 1st October 2022

Duty station: This position is based in Nairobi Regional Office

Reporting Line: Regional Human Resource 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

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 submit your application and CV in English no later than 19 August 2022