Overview
The role focuses on ensuring efficiency in the management of Work permits, visa, and travel logistics for Expert staff and visitors, while supporting front office services and organizational compliance.
Key Responsibilities
- Responsible for ensuring VISAs, Special Passes and work permits for expert staff and their dependents are processed in a timely manner.
- Ensure all incoming travelers/Visitors get the necessary support and information.
- Ensure timely communication with expat staff on the status of their visas and work permits.
- Engage with service providers and act as a link between the service provider and the organization.
- Maintain up-to-date Work permit/Special pass trackers and proactively flag these for renewal.
- 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.
- 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.
- Maintaining of up-to-date filing systems – both electronics and physical.
- Responsible for coordination of official travel arrangements, accommodation and transport for staff and visitors.
- Facilitate meetings, workshops, and other events.
- Coordinate with Supply chain on vendor performance, renewal / updates to vendor contracts.
- Ensure Purchase Requisitions (PRs), related to Administration and program activities are raised in a timely manner.
- Coordinated of office events including team building, staff events.
- Full-time management of the front office, ensuring a professional and welcoming environment.
- Receive, screen, and welcome visitors, and respond to general enquiries.
- 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.
Required Experience
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 possess high sense of confidentiality in handling personal data and documentation. Ability to multi-task ensuring seamless operations in multicultural, fast-paced environments.
Qualifications
A Bachelor's Degree in Business Administration or Business Management or any other relevant field.
