Administration Assistant at Danish Refugee Council

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