About DRC
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. DRC implements Protection monitoring, Child Protection and GBV prevention and response programmes in its areas of operation to address protection issues faced by displaced and non-displaced at-risk groups and individuals. The programme also aims to identify and build synergies with DRC´s Economic Recovery sector to facilitate durable solutions and Humanitarian Disarmament & Peace Building activities to enhance to respond to the needs of communities affected by acute crisis as well as those in protracted displacement situations.
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
Application and CV:
Only motivated applications that address the stipulated duties and meet the required qualifications, sent together with a CV, will be considered.
DRC only accepts applications sent via our online-application form on www.drc.ngo under Vacancies. Please remember to upload both a letter of application and your CV and do not attach any written recommendations. Please submit your application and CV in English no later than 24th July, 2026
Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, Female candidates and those from minority groups are strongly encouraged to apply.
Equal Opportunities: DRC is an equal opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, color, race, marital status or other protected characteristics.
DRC’s capacity to ensure the protection of and assistance to refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. DRC conducts thorough and comprehensive background checks as part of the recruitment process. Visit drc.ngo to read more about what we do to secure robust safeguarding mechanisms.
If you have questions or are facing problems with the online application process, please visit drc.ngo/jobsupport.