Team Leader-Administration 162 views0 applications


Overall purpose of the role

The Team Leader – Administration will oversee all aspects of administrative support at the Danish Refugee Council(DRC) regional office. S/he will be responsible for efficient administrative operations and enforce administrative policies and procedures. The Team Leader will be responsible for supervision in the Administration department and will also be expected to improve systems and procedures to enhance efficiency and effectiveness in the department.

Key responsibilities

Office Management/Administrative Support

  • Manage the administrative operations of the DRC regional office by ensuring adequate office supplies.
  • Oversee general maintenance and repair of the regional office furniture and equipment and ensure they are always in a good state of repair.
  • Plan, organize and coordinate meetings and events by ensuring hotel bookings, logistical support, meeting venues are identified and ensure that staff are aware of all the local administrative rules and regulations.
  • Oversee the travel desk by ensuring flight bookings, airport transfers, confirmation of hotel bookings, sharing of relevant administrative information and processing Travel agent invoices.
  • Initiate all administration related procurement processes and ensure adherence to DRC’s Operations Handbook.
  • Participate as a tender committee member in the tendering process for administrative related services.
  • Participate in reviewing of the administrative policies and guidelines and ensure communication to staff and compliance.
  • Coordinate timely payment for administration related office supplies and expatriate utilities.

Management of administrative contracts/Leases

  • Manage expatriate service contracts, Lease Agreements and Memorandum of understanding by initiating the procurement process, negotiation and administration of these contract/leases/MOUs to ensure quality and also manage the relationship with the Service providers.
  • Assess and identify suitable housing for expatriate staff and coordinate with the Safety Coordinator to ensure these houses meet the required minimum DRC security standards.
  • Maintain a record of all leases and contracts and ensure renewal in good time and be the focal point for liaison with Landlords.
  • Coordinate timely handover of leased properties and ensure a proper handover process including refund of security deposits and restoration of the properties to their original state.

Staff Onboarding

  • Provide new staff with a detailed orientation on administrative policies, procedures and regulations. Inform expatriate staff on key administrative requirements that relate to expat staff.

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.

Qualifications and Experience

  • A Bachelors degree in Business Administration or related field
  • At least five years’ experience in administration, in an international NGO in a similar role.
  • Strong people management skills with demonstrated ability to lead, build and motivate teams.
  • Strong planning and coordination skills.
  • Excellent attention to detail and organization
  • Ability to handle substantial workload of diverse tasks in a fast-paced environment with competing priorities.
  • Knowledge of travel and immigration procedures. Must have experience in handling humanitarian flight services (EC & UNHAS).
  • Positive attitude and service oriented with a high level of personal initiative and pro-active problem solving.
  • Able to work with minimum supervision and accomplish results.
  • Strong communication and interpersonal skills and ability to maintain open communication at all levels across the organization.
  • Excellent communication skills in English is required.

Conditions

Contract: One year contract with possibility of extension, subject to funding and performance. Salary and other conditions are offered in accordance with DRC’s Terms of Employment for Kenyan Staff ; Employment band MG2

Availability: 1st October 2022

Duty station: This position is based in Nairobi Regional Office

Reporting Line: Regional Human Resource and Administration Manager

Providing equal opportunities We are committed to creating an inclusive and positive work environment based on mutual respect for all employees. All applicants are considered for employment without attention to race, age, ability, ethnicity, nationality, religion, gender identity, sexual orientation, marital status, or any other factor. At DRC we celebrate diversity and appreciate our employees for the people they are and their unique skills, backgrounds, and perspectives. We encourage all interested candidates to apply.

Promoting high standards : DRC’s capacity to ensure the protection of and assistance to refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. DRC conducts thorough and comprehensive background checks as part of the recruitment process

More Information

  • Job City Nairobi
  • This job has expired!
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The Danish Refugee Council is currently implementing a broad range of activities relevant to conflict affected communities and persons. The activities are categorized in ten sectors:

Shelter and Non-food Items, Food Security, Protection, Income Generation, Coordination & Operational Services, Community Infrastructure & Services, Humanitarian Mine Action, Armed Violence Reduction (AVR), Water, Sanitation & Hygiene (WASH), and Education.

Here you can read some short exemplifications of what types of activities the respective sectors include:

Shelter and Non-food Items: Provision of emergency shelter, emergency cash grants, rehabilitation of housing, distribution of non-food items (NFIs) and provision of return and repatriation kits.

Food Security: Emergency food provision or food voucher programmes. Training and capacity development in agriculture, agricultural inputs (e.g. tools and seeds), agricultural grants.

Protection: Advocacy for the rights of displaced people in their context of displacement, child protection initiatives, individual protection assistance based on vulnerability, legal aid, land & property rights, sexual and gender-based violence prevention, registration services for the internally displaced and refugees, monitoring of rights and rights awareness-raising, facilitation of return and repatriation processes.

Income Generation: Business training and SME development, business grants, life-skills training, literacy and numeracy training, vocational training, micro-credit loans, savings groups, group enterprise development and facilitation.

Coordination & Operational Services: Coordination and management of refugee and IDP camps, active participation in UN cluster coordination, humanitarian surveys and studies, facilitation of NGO Networks focused on displacement solutions, capacity development, training and support to local NGOs, secondment of experts to UN emergency operations worldwide

Community Infrastructure & Services: Provision of physical infrastructure like roads, bridges, community centres, irrigation systems or other community structures, facilitation and training of infrastructure management groups at community level, facilitation and funding of community development plans, initiatives for disaster risk reduction at community level.

Humanitarian Mine Action: Manual or mechanical mine clearance, clearance of former battle areas, education for affected communities – with special focus on children on how to avoid harm from mines and UXO, surveys of expected and confirmed mined or UXO areas, explosive ordnance disposal and stockpile destruction, capacity building of national demining institutions.

Armed Violence Reduction (AVR): Education in procedures for safe storage and safe handling of small arms and light weapons (SALW), capacity building of institutions for safety, local and community level conflict management and mitigation.

Water, Sanitation & Hygiene (WASH): Emergency water supply, hygiene item distribution, hygiene information and education, construction of latrines, installation water points, wells and water storage. Water purification.

Education: Education grants and fee support, school feeding programmes, teacher training and support, school materials provision and construction or rehabilitation of school structures.

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0 USD Nairobi CF 3201 Abc road Fixed Term , 40 hours per week Danish Refugee Council (DRC)

Overall purpose of the role

The Team Leader - Administration will oversee all aspects of administrative support at the Danish Refugee Council(DRC) regional office. S/he will be responsible for efficient administrative operations and enforce administrative policies and procedures. The Team Leader will be responsible for supervision in the Administration department and will also be expected to improve systems and procedures to enhance efficiency and effectiveness in the department.

Key responsibilities

Office Management/Administrative Support

  • Manage the administrative operations of the DRC regional office by ensuring adequate office supplies.
  • Oversee general maintenance and repair of the regional office furniture and equipment and ensure they are always in a good state of repair.
  • Plan, organize and coordinate meetings and events by ensuring hotel bookings, logistical support, meeting venues are identified and ensure that staff are aware of all the local administrative rules and regulations.
  • Oversee the travel desk by ensuring flight bookings, airport transfers, confirmation of hotel bookings, sharing of relevant administrative information and processing Travel agent invoices.
  • Initiate all administration related procurement processes and ensure adherence to DRC’s Operations Handbook.
  • Participate as a tender committee member in the tendering process for administrative related services.
  • Participate in reviewing of the administrative policies and guidelines and ensure communication to staff and compliance.
  • Coordinate timely payment for administration related office supplies and expatriate utilities.

Management of administrative contracts/Leases

  • Manage expatriate service contracts, Lease Agreements and Memorandum of understanding by initiating the procurement process, negotiation and administration of these contract/leases/MOUs to ensure quality and also manage the relationship with the Service providers.
  • Assess and identify suitable housing for expatriate staff and coordinate with the Safety Coordinator to ensure these houses meet the required minimum DRC security standards.
  • Maintain a record of all leases and contracts and ensure renewal in good time and be the focal point for liaison with Landlords.
  • Coordinate timely handover of leased properties and ensure a proper handover process including refund of security deposits and restoration of the properties to their original state.

Staff Onboarding

  • Provide new staff with a detailed orientation on administrative policies, procedures and regulations. Inform expatriate staff on key administrative requirements that relate to expat staff.

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.

Qualifications and Experience

  • A Bachelors degree in Business Administration or related field
  • At least five years' experience in administration, in an international NGO in a similar role.
  • Strong people management skills with demonstrated ability to lead, build and motivate teams.
  • Strong planning and coordination skills.
  • Excellent attention to detail and organization
  • Ability to handle substantial workload of diverse tasks in a fast-paced environment with competing priorities.
  • Knowledge of travel and immigration procedures. Must have experience in handling humanitarian flight services (EC & UNHAS).
  • Positive attitude and service oriented with a high level of personal initiative and pro-active problem solving.
  • Able to work with minimum supervision and accomplish results.
  • Strong communication and interpersonal skills and ability to maintain open communication at all levels across the organization.
  • Excellent communication skills in English is required.

Conditions

Contract: One year contract with possibility of extension, subject to funding and performance. Salary and other conditions are offered in accordance with DRC’s Terms of Employment for Kenyan Staff ; Employment band MG2

Availability: 1st October 2022

Duty station: This position is based in Nairobi Regional Office

Reporting Line: Regional Human Resource and Administration Manager

Providing equal opportunities We are committed to creating an inclusive and positive work environment based on mutual respect for all employees. All applicants are considered for employment without attention to race, age, ability, ethnicity, nationality, religion, gender identity, sexual orientation, marital status, or any other factor. At DRC we celebrate diversity and appreciate our employees for the people they are and their unique skills, backgrounds, and perspectives. We encourage all interested candidates to apply.

Promoting high standards : DRC’s capacity to ensure the protection of and assistance to refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. DRC conducts thorough and comprehensive background checks as part of the recruitment process

2022-08-21

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