Regional Administration and Finance Officer

Role Overview

The Regional Admin and Finance Officer keeps the DRC Regional Office running smoothly, coordinating the practical arrangements that staff, delegates and visitors need to work effectively. The role spans office administration, travel and accommodation, staff support and routine financial processes, while maintaining close coordination with the Kenya Red Cross Society (KRCS) and DRC colleagues across the region.

Key Responsibilities

• Apply DRC administrative procedures in the Regional Office, advise staff on relevant processes, arrange routine purchasing and supplies, and coordinate driver, vehicle, fuel and maintenance follow-up.
• Maintain office records, filing systems and asset documentation; provide day-to-day support such as scanning and copying; and keep administrative forms, contact lists, holiday plans and the regional organogram current.
• Prepare practical information for visitors, including updated DRC welcome materials and KRCS security guidance, and arrange travel-related support such as visas, accommodation and airport transfers.
• Coordinate with KRCS on services covered by the service agreement, staff residence and maintenance matters, and work permits for incoming delegates; follow up outstanding requests with the relevant contacts.
• Support staff arrivals and onboarding by coordinating practical needs such as accommodation, permits, phones and IT equipment with the appropriate DRC teams and service providers.
• Help organise office and regional meetings, including invitations, agendas, maps and minutes, and promote consistent administrative coordination between the Regional Office and Kenya Country Office.
• Support routine finance administration by filing records in Atlas, entering Regional Office expenses in KOMPAS, arranging working advances, reviewing expenses and travel claims, and conducting monthly petty-cash counts with the Deputy Head of Region.
• Track Regional Office staff leave, maintain complete records for review, communicate regularly with DRC and KRCS colleagues, and raise significant administrative, logistical, security or financial issues with the appropriate manager.

Requirements & Qualifications

• Bachelor’s degree in business administration, management or a related field, or equivalent experience with at least five years in a relevant area.
• CPA II certificate.
• At least four years of relevant administrative experience, including experience in an international organisation, large NGO or governmental development agency.
• At least two years of customer-service experience, such as in administration, reception or the service sector.
• Strong working knowledge of Microsoft Office, particularly Outlook, Word and Excel, with experience maintaining trackers, databases, contact lists and electronic filing systems.
• Confidence using shared folders and online platforms for administrative processes, and the ability to learn new digital systems quickly.
• Fluent written and spoken English and a good command of Swahili.
• Careful and accurate approach, sound judgement, discretion, integrity and a high standard of professional conduct.
• Strong planning, coordination and communication skills, with the ability to manage competing tasks, meet deadlines, work both independently and collaboratively, and provide considerate service to colleagues and visitors.
• Flexibility, initiative and a proactive approach to resolving day-to-day issues.

What We Offer / Why Join

This role offers the opportunity to support DRC’s regional operations through practical, varied work connecting office administration, staff services and financial coordination. It also involves regular collaboration with KRCS and colleagues from different functions and locations.

• Knowledge or experience of the Red Cross and Red Crescent Movement.
• Three years of driving experience, including driving a manual-gear vehicle.
• Experience in a cross-cultural, cross-functional working environment.
• Good command of French.