Administrative Officer-Hub

Administrative Officer-Hub

Founded in 1956, The Danish Refugee Council (DRC) is a humanitarian, non-governmental, non-profit organization providing direct assistance to conflict-affected populations – refugees, internally displaced people (IDPs) and host communities – in more than 40 countries around the world.

Overall purpose of the role

The overall purpose of the role is to provide general administrative support to the HQ Hub staff.

Responsibilities:

•  Facilitate all travel-related arrangements for HQ Hub staff, including flights, accommodation, transport, and airport transfers.
• Support processing of travel expenses of HQ Hub staff and ensure compliance with organizational policies.
• Coordinate logistics for regional workshops and meetings organized by the HQ Hub, including venue, travel, and accommodation.
• Support HQ staff travelling to Hub with accommodation bookings, airport pick-ups, and related needs.
• Arrange internal and external meetings, including booking venues and preparing materials.
• Serve as focal point for guesthouse issues for HQ Hub staff and manage hotel/housing arrangements for visiting staff.
• Manage and process visa, work permit, and residency applications for international staff of the HQ Hub.
• Oversee renewal and compliance of visa, work permit, and residency documentation.
• Handle rental agreements of international staff, including timely PRs and payment follow-up.
• Track usage of utilities (electricity, water, internet, etc.) of international staff to ensure compliance with benefit ceilings.
• Process payments for utilities and ensure correct procurement documentation is submitted.
• Manage mobile SIM cards, phone bills, and internet bills for HQ Hub staff.
• Ensure administrative expenditures follow procurement policies and are supported by required documentation.
• Submit PRs and payment requests for rent, utilities, transport, and telecom services in a timely manner.
• Maintain an up-to-date contact list of HQ Hub staff and visitors.
• Manage filing systems and ensure archiving of administrative and contractual documents (physical and digital).
• Perform other tasks assigned where the HQ Hub operates independently from the CO providing support.

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.

Education , Experience and Technical Competencies

• At least 2 years of relevant administrative or support services experience, preferably in an INGO or international environment.
• Experience in travel, logistics, and administrative support functions is required.
• Familiarity with visa/work permit processes and procurement procedures is desirable.
• University degree or equivalent in administration, management, or related field preferred.

Languages: (indicate fluency level)

• Fluency in English is required
• Working knowledge of French, Arabic, or other relevant regional language an advantage.

We offer

• Contract length: One year
• Employment Category: NM H
• Nationality: National
• Start date: January 2026
• Duty Station: Nairobi
• Reporting Line: Executive Director - Hub

Providing equal opportunities.   We are committed to creating an inclusive and positive work environment based on mutual respect for all employees. All applicants are considered for employment without attention to race, age, ability, ethnicity, nationality, religion, gender identity, sexual orientation, marital status, or any other factor. At DRC we celebrate diversity and appreciate our employees for the people they are and their unique skills, backgrounds, and perspectives. We encourage all interested candidates to apply.

Promoting high standards : 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