Administration Assistant at Danish Refugee Council

Administration Assistant at Danish Refugee Council – Danish Refugee Council (DRC) Kenya Job Details

About the Role

The Danish Refugee Council (DRC) is recruiting an Administration Assistant for its Urban Program Office in Nairobi. This is a full-time position based in the Nairobi area, providing essential administrative and operational support to ensure the smooth running of day-to-day office functions. The role sits at the intersection of front-office management, compliance, and program support—working closely with project managers, HR staff, and country office teams to maintain organizational efficiency and standards.

As an NGO in Kenya focused on refugee services and humanitarian assistance, DRC requires a detail-oriented professional who can manage multiple administrative streams simultaneously. The Administration Assistant will serve as a key point of contact for visitors, manage office systems, coordinate logistics, and support human resources functions. This position reports to the Human Resources & Administration Manager while receiving daily supervision from the Project Manager at the base office.

Key Responsibilities

• Manage the front desk on a full-time basis, greeting visitors and clients professionally, recording their details, and directing them to relevant staff or departments for further assistance.
• Receive, log, and distribute all incoming mail, parcels, and courier deliveries; maintain an accurate tracking system for outgoing and incoming correspondence.
• Coordinate transport logistics with the Facilities Manager and Country Office to arrange timely field trips and official travel for program staff, including vehicle bookings and taxi arrangements.
• Monitor office stationery and consumables usage, place timely restock orders, maintain updated inventory records, and ensure secure custody of supplies in compliance with budget allocations.
• Support the preparation of administration budget forecasts, track spending, and alert supervisors to prevent under- or overspending on operational costs.
• Maintain an up-to-date asset register for the urban program, coordinate yearly insurance compliance, and ensure all office assets align with DRC asset policy requirements.
• Act as the urban safety focal point—coordinate with the Country Safety Coordinator, implement OSHA workplace safety standards, maintain compliance records, and support regular occupational health and safety audits.
• Support onboarding of new staff by coordinating orientation schedules with the HR Country Office and ensuring job identification cards and business cards are issued within one month of reporting; assist with exit procedures and staff clearance documentation.
• Organize meetings, workshops, conferences, and training sessions in collaboration with the Country Office when officially approved; maintain and update an events calendar in coordination with the Facilities team.
• Ensure the Eastleigh area office remains compliant with all local administrative and legal requirements, including government registrations and operational licenses, in coordination with the Country Office HR unit.
• Maintain organized filing systems for administrative, safety, OSHA, and related documentation, ensuring all records are easily retrievable when required.
• Process invoices related to administrative expenses and ensure timely payment of utility bills and rent.

Requirements & Qualifications

• Secondary school certificate or equivalent; additional qualification in office administration, business studies, or related field is advantageous.
• Proven experience in administrative support, front-office management, or office coordination roles—at least 2–3 years in an NGO, corporate, or institutional setting.
• Strong organizational skills with the ability to manage multiple tasks, prioritize competing demands, and maintain accuracy in record-keeping and filing.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and familiarity with document management and filing systems.
• Excellent communication skills—both written and verbal—with the ability to interact professionally with diverse stakeholders including staff, visitors, government representatives, and external partners.
• Knowledge of workplace safety standards, OSHA compliance, or occupational health and safety principles is desirable.
• Ability to work independently and as part of a team, follow established procedures, and adapt to changing priorities in a fast-moving humanitarian environment.
• Valid national identification and clearance to work in Kenya; willingness to support compliance audits and safety protocols as required by the organization.

What to Expect

• You will work in a collaborative NGO environment in Nairobi, supporting both the Urban Program Office and the broader Country Office operations, with clear reporting lines and daily supervision.
• The role requires attention to detail, professional judgment in visitor management, and the ability to maintain confidentiality regarding organizational and staff matters.
• This Administration Assistant at Danish Refugee Council position in Nairobi is open to qualified candidates. Click Apply below to submit your application.