Administration Officer - Work permit Management at Danish Refugee Council

Overall purpose of the role: 

• The role focuses on ensuring efficiency in management of Work permits, visa and travel logistics for Expert staff and visitors to the organization while maintaining confidentiality in documentation and ensuring a seamless delivery in a fast-paced environment. The incumbent shall support in overseeing other administrative functions including supporting visitors and staff in acquiring the required information and travel documents in compliance to the procedures, while proving guidance at every level of engagement with clarity and professionalism.
• The Administration Officer is also responsible for ensuring a smooth and efficient operation of front office services in collaboration with the Administration. The role provides a professional first point of contact for visitors and staff, while managing essential office systems, and supporting organizational compliance and efficiency.

Duties & Responsibilities:
Visas & Work permits Management

• Responsible for ensuring VISAs - including Special Passes and work permits for expert staff and their dependents - are processed in a timely manner in collaboration with external service providers.
• Ensure all incoming travelers/Visitors get the necessary support and information, by providing timely response and feedback to their enquiries. 
• Ensure timely communication with expat staff on the status of their visas and work permits by ensuring accurate information flow is maintained to teams.
• As a focal person, engage with service providers on regular basis and act as a link between the service provider and internal organization by coordinating responses across departments and external partners to ensure timely resolution of issues.
• Ensuring Service agreements are maintained and flag renewals timelines to the relevant teams for actioning. 
• Maintaining up-to-date Work permit/Special pass trackers and proactively flag these for renewal and follow-up actions 
• Regularly circulate internal correspondence and official communications on administrative and operational matters, 
• Responsible for ensuring all filing related to visas and work permits documentation is in place and well maintained
• Provide administrative support to Expert staff for obtaining police clearance when relevant
• Follow up with expert staff to ensure acquisition of Allien cards and registration for KRA pins
• Develop and maintain workflow for visa and work permit handling in the organization
• Maintaining of up-to-date filing systems – both electronics and physical, for administrative and programs records, ensuring effective records management, easy accessibility and in compliance with organizational procedures.

Travel and Events facilitation

• Responsible for coordination of official travel arrangements, accommodation and transport for staff and visitors.
• In collaboration with relevant service providers, facilitate meetings, workshops, and other events by ensuring efficiency in venue booking, registration participants and maintain timely communication.
• Coordinate with Supply chain on vendor performance, renewal / updates to vendor contracts
• Responsible to ensure Purchase Requisitions (PRs), related to Administration and program activities are raised in a timely manner; and monitor the process in collaboration with procurement and finance teams.
• Coordinated of office events including team building, staff events by managing participant registration, venue arrangements, travel logistics, schedules, and administrative documentation.

Front Office Management

• Full-time management of the front office, ensuring a professional and welcoming environment for staff, visitors, and 
• Stakeholders ensuring efficiency in administrative operations
• Receive, screen, and welcome visitors, and respond to general enquiries and refer to appropriate staff members.
• Receive, record, and distribute all incoming correspondence and deliveries.
• Send and receive office mail and parcels via courier; maintain a tracking system.
• Maintain an updated front office documentation and records for reference in tracking office activities and requests.

Experience and Technical Competence 

• At least 2 years' of experience in administration, within international NGO in a similar role
• Strong expertise and knowledge of travel and VISA processes in line with immigration procedures in Kenya 
• Must have diverse experience in handling the local humanitarian flight services and the international flight coordination
• Must poses high sense of confidentiality in handling personal data and documentation
• Ability to multi-task ensuring seamless operations in multicultural, fast-paced environments

Education

• A Bachelor's Degree in Business Administration or Business Management or any other a relevant field

Languages: 

• Advanced English proficiency
• Fluency in Swahili

Key stakeholders – Internal and External:

• Government agencies 
• Private sectors
• Senior management 
• Relevant Service provides 
• Other support departments 
• All staff and managers 
• Visitors to the organization

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.   

Conditions  

• Contract: One-year contract with possibility of renewal. Salary and other conditions are offered in accordance with DRC’s Terms of Employment. 
• Availability: August/September 2026
• Duty station: DRC Country office, Nairobi