Administration Officer - Work permit Management

Administration Officer

Overall Purpose of the Role

The role focuses on ensuring efficiency in the management of work permits, visas, and travel logistics for expert staff and visitors to the organization, while maintaining confidentiality in documentation and ensuring seamless delivery in a fast-paced environment. The incumbent shall support overseeing other administrative functions, including assisting visitors and staff in acquiring required information and travel documents in compliance with procedures, while providing guidance at every level of engagement with clarity and professionalism.

The Administration Officer is also responsible for ensuring a smooth and efficient operation of front office services in collaboration with the Administration department. The role provides a professional first point of contact for visitors and staff, while managing essential office systems and supporting organizational compliance and efficiency.

Duties & Responsibilities

Visas & Work Permits Management

• Responsible for ensuring VISAs (including Special Passes) and work permits for expert staff and their dependents are processed in a timely manner in collaboration with external service providers.
• Ensure all incoming travelers/visitors receive the necessary support and information by providing timely responses and feedback to their enquiries.
• Ensure timely communication with expat staff on the status of their visas and work permits by maintaining accurate information flow to teams.
• As a focal person, engage with service providers on a regular basis and act as a link between the service provider and the internal organization by coordinating responses across departments and external partners to ensure timely resolution of issues.
• Ensure service agreements are maintained and flag renewal timelines to relevant teams for actioning.
• Maintain up-to-date work permit/Special Pass trackers and proactively flag them for renewal and follow-up actions.
• Regularly circulate internal correspondence and official communications on administrative and operational matters.
• 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 when relevant.
• Follow up with expert staff to ensure acquisition of Alien Cards and registration for KRA PINs.
• Develop and maintain a workflow for visa and work permit handling in the organization.
• Maintain up-to-date filing systems – both electronic and physical – for administrative and program records, ensuring effective records management, easy accessibility, and compliance with organizational procedures.

Travel & Events Facilitation

• Responsible for coordination of official travel arrangements, accommodation, and transport for staff and visitors.
• In collaboration with relevant service providers, facilitate meetings, workshops, and other events by ensuring efficiency in venue booking, participant registration, and maintaining timely communication.
• Coordinate with Supply Chain on vendor performance and renewal/updates to vendor contracts.
• Responsible for ensuring Purchase Requisitions (PRs) related to Administration and program activities are raised in a timely manner; monitor the process in collaboration with procurement and finance teams.
• Coordinate office events including team building and staff events by managing participant registration, venue arrangements, travel logistics, schedules, and administrative documentation.

Front Office Management

• Full-time management of the front office, ensuring a professional and welcoming environment for staff, visitors, and stakeholders, while ensuring efficiency in administrative operations.
• Receive, screen, and welcome visitors; 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.
• Maintain an updated front office documentation and records for reference in tracking office activities and requests.

Experience & Technical Competence

• At least 2 years of experience in administration within an 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 local humanitarian flight services and international flight coordination.
• Must possess a high sense of confidentiality in handling personal data and documentation.
• Ability to multi-task, ensuring seamless operations in a multicultural, fast-paced environment.

Education

A Bachelor’s Degree in Business Administration, Business Management, or any other relevant field.

Languages

• Advanced English proficiency.
• Fluency in Swahili.

Key Stakeholders – Internal & External

• Government agencies
• Private sector
• Senior management
• Relevant service providers
• Other support departments
• All staff and managers
• Visitors to the organization

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.

Conditions

• Contract: One-year contract with possibility of renewal. Salary and other conditions are offered in accordance with DRC’s Terms of Employment.
• Availability: August/September 2026.
• Duty station: DRC Country Office, Nairobi.

Application Instructions

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.