Administration Officer – Work permit Management at Danish Refugee Council

Administration Officer – Work permit Management at Danish Refugee Council – Danish Refugee Council Kenya Job Details

About the Role

The Danish Refugee Council seeks an Administration Officer – Work permit Management to join its Nairobi office on a full-time basis. This role manages visa processing, work permit documentation, and travel logistics for international staff and visitors while maintaining strict confidentiality standards. You will serve as a key administrative hub, coordinating with government agencies, service providers, and internal teams to ensure timely processing of immigration documentation and smooth front office operations in a multicultural, high-volume environment.

The Danish Refugee Council is a humanitarian non-governmental organisation established in 1956, operating across more than 30 countries worldwide. The Administration Officer – Work permit Management position requires someone with demonstrated experience in NGO administration who understands Kenya’s immigration framework and can manage competing priorities with precision and professionalism.

Key Responsibilities

• Process visas, special passes, and work permits for expatriate staff and their dependents in coordination with external service providers, ensuring all applications meet immigration deadlines.
• Maintain accurate, up-to-date work permit and special pass tracking systems (both digital and physical); flag renewal timelines and initiate follow-up actions proactively.
• Serve as the primary liaison between the organisation and external service providers, coordinating responses across departments to resolve visa and work permit issues efficiently.
• Provide incoming travellers and visitors with timely support and information; maintain accurate communication with expatriate staff regarding the status of their immigration documentation.
• Manage official travel arrangements, accommodation, and transport for staff and visitors; coordinate venue bookings, event registration, and logistics for meetings, workshops, and team events.
• Handle front office reception duties: receive and welcome visitors, screen enquiries, manage incoming and outgoing correspondence, and maintain courier tracking systems.
• Support expatriate staff with police clearance acquisition, alien card registration, and KRA PIN applications as required.
• Develop and maintain standardised workflows for visa and work permit handling; ensure all filing systems comply with organisational procedures and remain accessible for audit and reference.

Requirements & Qualifications

• Bachelor’s degree in Business Administration, Business Management, or a related field.
• Minimum 2 years of experience in administration within an international NGO, preferably in a similar work permit or visa management role.
• Strong working knowledge of Kenya’s immigration procedures, visa regulations, and work permit processing timelines.
• Demonstrated experience coordinating both local humanitarian flight services and international flight arrangements.
• Advanced proficiency in English; fluency in Swahili required.
• Proven ability to manage confidential personal data and documentation with discretion; strong attention to detail and accuracy in record-keeping.
• Capacity to multitask effectively and maintain operational continuity in fast-moving, multicultural environments.

What to Expect

• You will work in a humanitarian NGO context where administrative efficiency directly supports the organisation’s mission and staff welfare across East Africa.
• The role involves regular interaction with government agencies, private sector service providers, and senior management; your communication and coordination skills will be central to success.
• This Administration Officer – Work permit Management at Danish Refugee Council position in Nairobi is open to qualified candidates. Click Apply below to submit your application.

Method of Application

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