Administration Assistant

Job Title: Administration Assistant – Urban Program

Overall Purpose of the Role

The focus of this role is to provide administrative support to the DRC Urban Program Office in a well-coordinated and timely manner, and to facilitate the day-to-day implementation of administrative functions and needs. The role holder is responsible for overall support in office management and will coordinate closely with Project Managers and staff at the base office, the Administration Officer at the Country Office, the Safety Coordinator at CO, and other external stakeholders to execute the required responsibilities. The Administration Assistant ensures smooth and efficient operation of front office services by providing a professional first point of contact for visitors and staff, managing essential office systems, and supporting organizational compliance and efficiency. The position holder shall occasionally support HR-related roles such as onboarding of new staff and exit/clearance procedures for departing staff.

Reporting Line: This position reports directly to the Human Resource & Administration Manager, but with daily administrative supervision by the Project Manager at the base office. The role is expected to coordinate closely with urban program staff and the country office support units (Human Resource, Safety, Supply Chain, and Admin).

Duties & Responsibilities

Front Office Management

• Full-time management of the front desk, ensuring a professional and welcoming environment.
• Receive visitors/clients (conduct an inventory) and assist them with relevant DRC information; refer client information to the relevant team leads for further action.
• Respond to general enquiries and refer to appropriate staff members.
• Receive, record, and distribute all incoming correspondence and deliveries.
• Send and receive office mail and parcels via courier; maintain a tracking system.
• File and maintain front desk documents in an organized manner.

Administrative Support

• In liaison with the Facilities Manager at CO, ensure effective and smooth transport coordination to facilitate regular field trips for staff in a timely manner.
• Assist in making official travel arrangements, booking DRC vehicles or taxis for programme staff.
• Monitor utilization of office stationery and other office consumables; place timely orders for re-stocking.
• Responsible for safe custody of office stationery and other consumables; maintain an updated stock card.
• Ensure order and cleanliness of the office; supervise the work of the office cleaner and coordinate repairs.
• Support preparation of the administration budget forecast and ensure it is well utilized without under/overspends.
• Provide support to ensure the urban program asset register is up to date and compliant with DRC asset policy; coordinate with the DRC Country Office Logistics and Finance to ensure urban assets are insured yearly.
• Coordinate closely with the Country Office HR to ensure the Eastleigh area office is compliant with all administrative legal requirements (e.g., government registrations and licenses in the area of operation).
• Maintain proper filing of administrative documents according to procedures, including requisition, distribution, and adequate inventory of office supplies and consumables.
• In collaboration with the relevant country office unit, support the organization of meetings, workshops, conferences, and trainings upon official request and approval from the budget holder.
• Consistently update the contact list for all staff at the base office.
• Raise purchase requests (PRs) for admin-related procurements or services for the base office as per the supply plan.
• Support preparation of monthly community monitors pay in collaboration with project leads, HR, and finance.
• Ensure telephone bills and rent are paid on time.
• Provide admin support to the country office (HR, Safety, Admin, and Logistics) based on official requests and informed by a prioritized plan to ensure both offices (area and country office) expectations are met.

Program Support

• Maintain an effective filing system for key correspondences related to Administration, Safety, OSHA, and other relevant documents; ensure documentation is easily accessible when needed.
• Liaise closely with the CO Administration Officer for coverage of administration-related support while out of office.
• Maintain and update the events calendar in coordination with the Facilities team.
• Perform any other duties as agreed with the HR Manager.

Human Resource Support

• Receive new employees; support in developing an orientation schedule in coordination with HR at the Country Office.
• Support the HR Team in the onboarding process for new hires.
• Support the HR Team in sending out exit/clearance procedures to staff exiting DRC; follow up to ensure forms are received and submitted to HR for archiving and processing of terminal dues.
• Ensure all new staff have job identification (staff IDs) and business cards as required within one month of reporting.

Compliance / Reporting

• As the urban safety focal point, assist in ensuring urban staff safety and the office location are compliant with DRC safety policy in coordination with the DRC Country Safety Coordinator.
• Be the focal person for OSHA (Occupational Safety and Health) implementation at the urban program office.
• In close coordination with the Safety Coordinator, ensure compliance with OSHA legislation at the urban program office by maintaining updated records and displaying a valid OSHA certificate.
• Support the Safety team in carrying out field OSH compliance audits and training on a regular basis.
• Keep proper filing records of files and documentation from regular audits carried out at the base office.
• Support supervision and ensure maintenance of the area office is in line with OSHA recommendations.

Invoice Processing

• Process invoices related to various Administration services in a timely manner upon receipt.
• Maintain accurate records of administrative functions and financial transactions.
• Liaise with finance to ensure compliance with organizational policies when making payments.

Experience and Technical Competencies

• Diploma in Business Administration or any related field.
• 2 years’ experience in an Administration/support function in a humanitarian/development context.
• Previous experience in an urban environment and with persons of concern is an added advantage.
• Practical experience with Microsoft Word, Excel, and internet use.
• Ability to keep clear and concise records.
• Attention to detail and excellent numerical accuracy.
• Good command of English and Kiswahili language.

Education

Diploma in Business Administration or any related training.

Conditions

Contract: 5 months contract with possibility of extension, subject to funding and performance. Salary and other conditions are offered in accordance with DRC’s Terms of Employment.