Administration and Travel Services Officer at CARE

Key Responsibilities

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.

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.

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.

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.