Administration Officer – Work permit Management

The Danish Refugee Council (DRC) is a humanitarian, non-governmental and non-profit organization, founded in 1956, that works in more than 35 countries around the world. DRC is one of the largest protection actors in Kenya, actively coordinating and advocating for improving the protective environment for refugees and host communities.

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.

1. 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.
2. Ensure all incoming travelers/Visitors get the necessary support and information, by providing timely response and feedback to their enquiries.
3. Ensure timely communication with expat staff on the status of their visas and work permits by ensuring accurate information flow is maintained to teams.
4. 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.
5. Ensuring Service agreements are maintained and flag renewals timelines to the relevant teams for actioning.
6. Maintaining up-to-date Work permit/Special pass trackers and proactively flag these for renewal and follow-up actions
7. Regularly circulate internal correspondence and official communications on administrative and operational matters,
8. Responsible for ensuring all filing related to visas and work permits documentation is in place and well maintained
9. Provide administrative support to Expert staff for obtaining police clearance when relevant
10. Follow up with expert staff to ensure acquisition of Allien cards and registration for KRA pins
11. Develop and maintain workflow for visa and work permit handling in the organization
12. 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.
13. Responsible for coordination of official travel arrangements, accommodation and transport for staff and visitors.
14. In collaboration with relevant service providers, facilitate meetings, workshops, and other events by ensuring efficiency in venue booking, registration participants and maintain timely communication.
15. Coordinate with Supply chain on vendor performance, renewal / updates to vendor contracts
16. 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.
17. Coordinated of office events including team building, staff events by managing participant registration, venue arrangements, travel logistics, schedules, and administrative documentation.
18. Full-time management of the front office, ensuring a professional and welcoming environment for staff, visitors, and Stakeholders ensuring efficiency in administrative operations
19. Receive, screen, and welcome visitors, and respond to general enquiries and refer to appropriate staff members.
20. Receive, record, and distribute all incoming correspondence and deliveries.
21. Send and receive office mail and parcels via courier; maintain a tracking system.
22. Maintain an updated front office documentation and records for reference in tracking office activities and requests.

1. At least 2 years’ of experience in administration, within international NGO in a similar role
2. Strong expertise and knowledge of travel and VISA processes in line with immigration procedures in Kenya
3. Must have diverse experience in handling the local humanitarian flight services and the international flight coordination
4. Must poses high sense of confidentiality in handling personal data and documentation
5. Ability to multi-task ensuring seamless operations in multicultural, fast-paced environments
6. A Bachelor’s Degree in Business Administration or Business Management or any other a relevant field
7. Advanced English proficiency
8. Fluency in Swahili