Administration & Travel Services Officer Job in Kenya

CARE Kenya is a trusted humanitarian and development partner with over 50 years of continuous presence, driving social impact, economic transformation, and resilience. Rooted in communities and backed by CARE International’s global expertise, we aim to empower 5.5 million vulnerable people through Women and Girls’ Empowerment, Food, Water and Nutrition Security, and Humanitarian Response.

To strengthen coordination, ensure compliance, and enhance operational efficiency, CARE Kenya is seeking an Administration and Travel Services Officer to provide critical support in administration, partner engagement engagements and organizational systems management.

The Administration and Travel Services Officer plays a critical role in ensuring the smooth functioning of CARE Kenya’s operations by providing high‐quality administrative support, effective liaison with stakeholders (both internal and external), and coordination of organizational travel activities. S/He is responsible for managing manages end-to-end travel logistics, including bookings, visas, and documentation, while providing general administrative support to ensure smooth office operations.

This role also supports the planning and execution of organizational events, workshops, and stakeholder engagements, ensuring they are delivered professionally and aligned with CARE Kenya’s mission. By strengthening communication channels, coordinating program support functions, and maintaining strong relationships with external stakeholders, the Administration and Travel Services Officer enhances CARE Kenya’s credibility, efficiency, and impact.

II. Key Responsibilities

1. Liaison and Coordination (30%)

Serve as the focal point for all travel and movement-related matters for the CO Kenya & ESA Regional Office staff, providing support on visa processing and administrative procedures for staff deployed out of the country.
Ensure proactive, effective communication and good collaborations with the Safety and security office (RPO).
Ensure accurate and updated information for travel through the travel tool, or local external service providers. Link with the regional travel focal points for specific travel requirements.
Initiate the processing and follow up of Work Permit/Passes/Cards for all Non- Kenyan employees based in CARE Kenya & ESA Regional office.
Coordinate preparation of administrative documents for work permit and follow up with the administrative units for the non-Kenyan employees.
Coordinate proper filing of non-Kenyan employees’ documents for/work permit/passes/cards.
Provide support in organizing training and events, including preparing administrative documents such as employer introduction letters required by embassies.
Create a network with embassies or visa application centers (as and when) that we mostly deal with and establish an updated contact list for the same.

2. Travel Support Responsibilities (30%)

Support the implementation of CARE’s travel policies and procedures in collaboration with the Admin & Logistics Coordinator.
Coordinate domestic and international travel arrangements for employees and partners, including flights, hotels, car rentals, and visa processing for the shared services unit.
Provide support and information regarding visas for the respective employees.
Ensure timely and regular reporting on travel data to inform management decisions.
Compile and maintain travel related data and information for staff projects and future analysis.
Stay updated on travel advisories, restrictions, and requirements in liaison with the Admin Coordinator and Security Manager.
Collaborate with travel agencies and vendors to secure bookings and related services.
Reconcile travel expenses against credit notes issued by travel agents, ensuring accuracy and accountability.
Provide travel-related support during trips via phone or email to staff and stakeholders.
Work with the Admin & Logistics Coordinator to ensure excellence in travel services, enhancing staff satisfaction and partner confidence.
Provide timely advice to staff, partners, and stakeholders on flight delays, cancellations, or reservation changes to support decision making.
Act as a focal point Administrator for Airport transfers in liaison with Admin and logistics officer.

3. Front Office Responsibilities (20%)

Deliver high quality front office services, establishing and maintaining effective relationships with visitors and stakeholders to enhance customer service and organizational credibility.
Manage the organization switchboard and provide publicly accessible information to callers responding to inquiries with accurate project and organizational information.
Apply critical thinking skills to ensure information is communicated accurately and directed to the appropriate parties.
Maintain a tidy, presentable, and professional reception area, ensuring required stationery and materials are available.
Manage courier services for the shared service unit, both internal and external mails.
Manage Meeting board /Conference rooms by ensuring aligned bookings, well organized and clean.
Support with coordination and arrangements of in house catering services in liaison with procurement team and the service provider.

4. Program Support & Compliance and Risk Management (15%)

Provide administrative and logistical support to program teams to enable effective implementation of projects ensuring compliance with CARE policies and donor requirements
Ensure adherence to CARE International, CARE USA, donor, and Government of Kenya policies and procedures in all administrative and liaison functions.
Support audit processes and provide documentation required for compliance reviews.
Contribute to risk mitigation by ensuring administrative systems safeguard CARE Kenya’s assets and reputation.

III. Qualifications

Bachelor’s degree in business administration, Public Relations, Tourism, or an equivalent qualification from a recognized institution.
Professional certification in Administration, Customer Service, or Tours and travel
At least 3 years of working experience in a similar role in a busy environment.
Experience in travel agency, airline, coordination of events, visas, and work permit management preferably in humanitarian NGOs.
Strong organizational and multitasking skills, with the ability to manage front office, liaison, travel, and program support functions simultaneously.
Excellent communication and interpersonal skills to build and maintain effective relationships with staff, partners, government agencies, and donors.
Critical thinking and problem-solving abilities to ensure accurate information flow, issue resolution, and compliance with policies.
Customer service orientation, ensuring professionalism and responsiveness in dealing with visitors, callers, and stakeholders.