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 competencies (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
How to Apply
