Overall purpose of the role

The focus of this role is to provide administrative support to DRC Urban Program Office in a well-coordinated and timely manner and to facilitate the day to day implementation of the administration 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, Administration Officer at Country office, Safety Coordinator at CO and other external stakeholders to execute the required responsibilities. The Administration Assistant is responsible for ensuring the smooth and efficient operation of front office services by providing a professional first point of contact for visitors and staff, manages essential office systems, and supports organizational compliance and efficiency. The position holder shall occasionally support HR related roles such as onboarding of new staff and exit/clearance procedures for the exiting staff.

The position shall reports directly to Human Resource & Administration Manager but with daily administrative supervision by the Project Manager at the base office and 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 (do an inventory) and assist them with the relevant DRC information and refer client(s) information to the relevant team leads for further necessary 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 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 of DRC vehicle/or taxi for programme staff.
• Monitor utilization of office stationery and other office consumables and place timely orders for re-stocking.
• Responsible for safe custody of office stationary and other consumables and maintain a updated stock card.
• Responsible for ensuring order and cleanliness of the office & supervise the work of the office cleaner and repairs.
• Support to prepare administration budget forecast and ensure that this is well utilized without under/overspends.
• Provide support in ensuring urban program asset register is up to date and compliant with DRC asset policy and that the urban assets are insured yearly by coordinating with the DRC Country office logistics and finance.
• Coordinate closely with the Country office HR to ensure that the Eastleigh area office is compliant with all administrative legal requirements i.e. government registrations and licenses in the area of operation.
• Responsible to maintain proper filing of administrative documents according to procedures. This includes requisition, distribute and maintain adequate inventory of office supplies and consumables.
• In collaboration with the country office relevant unit, support in the organization of meetings, workshops, conferences and trainings upon official request & 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 to prepare monthly community monitors pay in collaboration with project leads, HR and finance.
• Ensure that the telephone bills and rent are paid on time.
• Provide admin support to the country office (HR, safety, admin and logs) based on official requests and informed by prioritized plan to ensure both offices (area and country office) expectations are met.

Program Support

• Maintain an effective filing system to include key correspondences related to Administration, Safety, OSHA and other relevant documents. This documentation should be easily accessible when needed.
• Liaise closely with CO Administration Officer on coverage of administration related support while out of office.
• Maintain and update the events calendar in coordination with the Facilities team.
• 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 county office.
• Support the HR Team in onboarding process for new hires.
• Support the HR Team in sending out exit/clearance procedures to staff exiting DRC and follow up to ensure that the 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 to ensure urban staff safety and office location is in compliant with DRC safety policy in coordination with the DRC Country Safety Coordinator.
• Be the focal person for OSHA (Occupation Safety and Health) on implementation at the urban program office.
• In close coordination with Safety Coordinator, ensure compliance to OSHA legislation at the urban program office by maintaining updated records for OSHA and a valid OSHA certificate displayed at the office.
• Support the Safety team to carryout field OSH compliance audits and training on regular basis.
• Keep proper filing records of files and documentation on the regular audits carried out at the base office.
• Support the supervision and ensure the maintenance of the area office is in line with OSHA recommendations.

Invoice Processing

• Process invoices related to various Administration services, on timely manner upon receipt.
• Maintain accurate records of the various administration 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 training.
• 2 yrs + experience in Administration/support function in a humanitarian/development context.
• Previous experience in urban environment and persons of concerns context is an added advantage.
• Practical experience with Microsoft Word and Excel program and internet.
• Ability to keep clear and concise records.
• Attention to detail and excellent numeric accuracy.
• Good command of English and Kiswahili language.

Education

• Diploma in Business Administration or any related training.

Languages

• Excellent written and spoken English and Kiswahili.

Key stakeholders (internal and external)

Internal Stakeholder:

• Programme staff in urban programme.
• Support staff from country office.