Overview
The Administration Officer supports the Country Office by overseeing all aspects of administrative support, ensuring efficient operations and procedures, and implementing administrative policies. The role focuses on country-level operations and compliance with DRC procedures and guidelines.
Key Responsibilities
- Ensure office facilities are appropriate, safe, and functioning.
- Oversee office maintenance and general cleanliness.
- Ensure office safety in liaison with the safety team.
- Responsible for timely renewal of the Organization’s MOU.
- Maintain, update, and coordinate renewal of leases for office premises, guesthouse(s), and expatriate housing.
- Coordinate handover of leased properties and ensure security deposit refunds.
- Responsible for repairs and maintenance of facilities.
- Maintain an inventory list of office keys distribution.
- Manage conference hall bookings and support in-house training and meetings.
- Oversee consumable and stationary stores management.
- Responsible for raising Purchase Requisitions for office and guesthouse supplies and maintenance.
- Timely payment of utility, maintenance bills, and administrative expenses.
- Responsible for safe and functional guesthouses.
- Oversee general standards of living and cleanliness of guesthouses and expat staff houses.
- Maintain guesthouses stocks and supplies and monitor utilization.
- Ensure the Guesthouse Handbook is updated and available.
- Act as focal point for guesthouses and expatriate houses.
- Focal point of contact for all staff and guests residing at facilities.
- Focal point of contact for all DRC staff and guests travel plans.
- Oversee domestic flight travel bookings and support UNHAS bookings.
- Maintain and update Travel and Accommodation Trackers daily.
- Responsible for all DRC Staff and Guests accommodation bookings.
- Raise purchase requisitions for all expenses related to Travel and Accommodation.
- Monitor all services Contracts and Frameworks and keep updated all trackers.
- Ensure renewal of leases, service contracts, and Frameworks a month before expiry.
- Submit all Administration Trackers and Reports monthly.
- Maintain clear and orderly hard copy filing and on SharePoint for all Administration tasks.
- Develop and maintain an updated pool for casual workers and maintenance companies/mechanics.
- Manage visa applications and movement trackers.
- Collect necessary documents for visa applications.
- Share guidance and requirements for visa applications.
- Communicate timelines, required documents, and passport retention periods to applicants.
- Follow up with consultants for visa receipt.
- Update visa tracker upon passport return.
- Send staff passports back to them through fellow staff.
- Timely communications and follow up with staff on visa renewals.
- Daily supervisory of office premises cleaners.
- Supervisory and scheduling of Housekeepers for guesthouses.
Required Experience
- Minimum of Three (03) years’ experience of Administration, Executive Secretariat, Human Resources and other related fields.
- Specifically with International NGOs, Embassies, UN Agencies and other similar sectors mid-management level.
- Knowledge of travel and immigration procedures.
- Must have experience in handling humanitarian flight services.
- Previous experience working with an ERP System is an added advantage.
- Good understanding and working knowledge/experience of Human Resources Management principles, concepts & processes.
Qualifications
• A University degree in the field of Business Administration, Public Administration, or Secretarial studies or Human resources management, or similar field.
