- Location
- Nairobi, IHUB, Kenya
- Workplace
- Hybrid
- Type
- Full-time
- Department
- Administration
- Source
- Workday
Description
The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.
Job Purpose/Objective
The Administration Assistant is responsible for providing support to all staff in IRC’s Nairobi International Hub of 200+ staff. The position also serves as an assistant to the Administration Coordinator. The role works in collaboration with supply chain finance and administration colleagues locally and globally.
Key Responsibilities
Supporting staff travel -International and Local (50%)
- Handle travel — Air & airport transfers, domestic ground transport & special transport requests
- For inbound travel to Kenya — Support the visa application documents for global IRC staff visiting the location
- For outbound travel — Process visa application support documents for staff and follow up on issuance with respective Embassies.
- Administrative custody of traveler passports in liaison with Protocol Assistant
- Timely processing and submission of travel payments and invoices to finance department
- Liaise with contracted travel related companies — Taxi, Hotels, air travel providers, etc.
- Manage travel provider apps
- Handle Airport transfers and Taxi requests by Monitoring the booking system, account Management system.
- Adding new staff to the system and deleting exited staffs. Training new staff on use of the booking system.
- Reviewing biweekly invoices and ride receipts. Retrieving transport expense reports.
- Following up on budget codes and the payment process to ensure timely payments to the vendors.
- Monitoring the booking portal to ensure timely transfers.
- Accommodation and ground transport for new expatriates to the country.
- Ensure the new expatriate hotel room and taxi reservations are made prior to arrival.
Conferences Management (40%)
- Attending preplanning meetings with coordinators organizing for conferences in Kenya
- Reviewing tickets and budget codes shared by the workshop participants for airport transfers bookings.
- Making prior Airport transfers booking with the Travel companies, for the participants attending conferences
- Making room reservations for the participants attending conferences.
- Arranging ground team transportation for the participants attending conferences in Nairobi and other parts of the country.
- Monitoring ground transportation of groups and individual visiting different parts of the country.
General Administration (10%)
- Payment processing
- Prepare payment requests for the office, Advances & Travel reimbursement for staff expenses
- Timely purchase requests for IHUB Support Team via the IRC Enterprise resource platform (ERP)
- Records management
- Data management of Ministry for Foreign Affairs data — data entry in the Immigration report
- Filing all related admin documents in a systematic manner
- Assist in confidential printing for staff when necessary
- Office support
- Help the new staff on how to access the IHUB office workspace guide for them to start navigating around the IHUB office.
- Supporting tender processing for Admin related vendors
- Meeting management IHUB staff and guests
- Timely Scheduling appointments as requested
- Making meeting refreshments and required accessories for groups meeting.
Key Result Areas
- Efficient and effective travel coordination for inbound and outbound IRC staff from Nairobi
- Smooth operations of conferences/ workshops/ trainings in line with requestor plans
- Issuance of quality document to minimize delays in visa processing.
- Optimum space management and clean equipped workspace for all staff.
- Timely processing of travel invoices without breaching vendor contracts
- Ensure minimal complaints on administrative apps.
Required Qualifications:
- Business Administration Higher Diploma, IATA certification and front office training is an added advantage
- Computer Literacy in MS-Office. Proficiency in Excel is an added advantage
- Excellent interpersonal skills and professional demeanor
- Strong Organizational and time-management skills
- Excellent Communication Skills
- Excellent writing and grammar skills
Required Experience & Competencies:
- At least three years experience in similar position.
- Qualifications or experience in travel and immigration operations.
PROFESSIONAL STANDARDS
All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.
