Human Resource & Administrative Assistant at Danish Refugee Council

Overall purpose of the role:

• The purpose of the role is to provide human resources and administrative support to Regional Office across the full range of Administration & HR processes and service areas. These includes travel bookings, accommodation, payment of invoices, visa processing and HR administrative tasks in recruitment, filling, staff induction and staff farewell.

The position is based in Nairobi (Kenya) and opened to national applicants.          

The role will have the following key responsibilities :

Travel and Administrative Operations

• 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 & international travel at the recommended hotels & Apartments
• Advise on travel insurance for staff and consultants as required.
• Provide support to RO staff 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 field offices.
• Plan for visitors’ local transportation needs (to/from office and Hotel).
• 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 updated 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 and update travel schedule for staff and visitors travelling to and from field offices and other countries within the region.
• Maintain monthly reports on tickets issued, and hotel reservations.

Front Office Management

• Receive, screen and welcome visitors and direct them to relevant staff.
• Respond to general enquiries and refer to appropriate staff members.
• Receive, record, and distribute all incoming correspondence and deliveries.
• Ensure reception area is neat at all times. Promptly attend to visitors ensuring no crowding at the reception area.

Human Resources.

• Provide administrative support in recruitment i.e posting positions, reference checks, scheduling interviews, administration of tests and filling of all recruitment files.
• Update candidate and positions status on a weekly basis in talent recruiter
• Assist in scheduling and arrange inductions for new staff.
• Support in document management on the HR share point, update trackers, retrieval of files and updating the HR Page.
• Provide HR supporting documents for processing special passes and work permits in collaboration with Admin assistant.
• Preparation of certificate of service for departing staff;
• Coordinate for staff exit documents and ensure they are filed accordingly.
• Support preparation of staff farewell for exiting staff
• Any other duties as assigned

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 comptencies (included years of experience)

• Bachelor’s degree in Business Management, Human Resources or equivalent
• Two years’ experience in administration or human resources preferred in an international organization
• Must have knowledge and experience handling flight booking services and procedures 
• Knowledge of immigration, visas and travel procedures and protocols.
• Flexible and ability to multi-task and prioritize large and diverse workload in fast paced environment with competing priorities, and ability to remain calm in demanding situations.
• Ability to resolve problems quickly and effectively and recommend appropriate course of action in consultation with line manager.
• Attentive to detail and able to communicate effectively.
• Must have computer skill and be able to work under pressure
• Excellent proficiency in written and spoken English
• Profency in Swahili and French
• Excellent interpersonal skills, culturally sensitive and adaptable
• Flexible, enthusiastic and willing to learn from others