Administration

• Office management (respond to inquiries, day to day office movement, car management, taxi coordination).
• Perform general clerical duties but not limited to photocopying, scanning, filing, faxing, mailing.
• Arrange staff travel both commercial and humanitarian flights.
• Manage the accommodation of staff passing through the regional office and in charge of DDG guesthouse administration.
• Offer support to staff in obtaining travel documents e.g. visa, travel permits.
• Routinely re-order office supplies.
• Update mail/phone directories.
• Update the Internal, ECHO and UNHAS staff list.
• Ensures an effective filing and archiving system (soft & hard copies) for all documents.
• Manage the repair and maintenance of computer and office equipment.
• Monitor insurance coverage, apartment leases, telephone services (Safaricom, Thuraya) to ensure timely payment.
• Internal and external mail and cheque dispatch.
• Set up and coordinate meetings and conferences.
• Keep track of all bills e.g. electricity, water and ensure timely submission to the finance officer for payment.
• Assists HR Officer in ensuring that relevant staff records are maintained up to date.

• Carries out procurement in compliance with DRC and relevant external rules/regulations in a timely manner with a value-for-money lens and with a high level of integrity; 
• ensures all procurements are thoroughly documented and properly archived; ensures items are received in good time and meet requestor specification.
• Responsible for accurate asset tracking, asset tagging, asset lists and archiving of asset lists

• Bachelors’ degree in Business Administration or relevant degree.
• Minimum 3 years’ experience in an administration role in a busy office preferably NGO;
• Experienced administrative professional who is dependable and highly organized, enthusiastic with a positive attitude
• Experience in the use of computers and office software packages (MS Word, Excel, etc)
• Good internet skills, including use of e-mail programs and group messaging
• Excellent oral and written communication skills; attention to detail is critical
• Able to uphold high ethical and professional standards
• Good personal organizational skills, including time management, team work, ability to meet deadlines and work under pressure with minimal supervision
• Self-starter who can work independently with minimal supervision
• Independent thinker with good planning and organizing abilities
• Good analytical skills
• Self-motivated and able to prioritize multiple tasks in a fast-paced environment with the flexibility to work extended hours when required
• Able to maintain the highest levels of confidentiality