Administration Officer - Work permit Management

Experience and Technical Competence

• At least 2 years' of experience in administration, within international NGO in a similar role
  
• Strong expertise and knowledge of travel and VISA processes in line with immigration procedures in Kenya
  
• Must have diverse experience in handling the local humanitarian flight services and the international flight coordination
  
• Must poses high sense of confidentiality in handling personal data and documentation
  
• Ability to multi-task ensuring seamless operations in multicultural, fast-paced environments
  

Education

• A Bachelor's Degree in Business Administration or Business Management or any other a relevant field
  

Responsibilities:

Visas & Work permits Management

• Responsible for ensuring VISAs - including Special Passes and work permits for expert staff and their dependents - are processed in a timely manner in collaboration with external service providers.
  
• Ensure all incoming travelers/Visitors get the necessary support and information, by providing timely response and feedback to their enquiries.
  
• Ensure timely communication with expat staff on the status of their visas and work permits by ensuring accurate information flow is maintained to teams.
  
• As a focal person, engage with service providers on regular basis and act as a link between the service provider and internal organization by coordinating responses across departments and external partners to ensure timely resolution of issues.
  
• Ensuring Service agreements are maintained and flag renewals timelines to the relevant teams for actioning.
  
• Maintaining up-to-date Work permit/Special pass trackers and proactively flag these for renewal and follow-up actions
  
• Regularly circulate internal correspondence and official communications on administrative and operational matters,
  
• Responsible for ensuring all filing related to visas and work permits documentation is in place and well maintained
  
• Provide administrative support to Expert staff for obtaining police clearance when relevant
  
• Follow up with expert staff to ensure acquisition of Allien cards and registration for KRA pins
  
• Develop and maintain workflow for visa and work permit handling in the organization
  
• Maintaining of up-to-date filing systems – both electronics and physical, for administrative and programs records, ensuring effective records management, easy accessibility and in compliance with organizational procedures.
  

Travel and Events facilitation

• Responsible for coordination of official travel arrangements, accommodation and transport for staff and visitors.
  
• In collaboration with relevant service providers, facilitate meetings, workshops, and other events by ensuring efficiency in venue booking, registration participants and maintain timely communication.
  
• Coordinate with Supply chain on vendor performance, renewal / updates to vendor contracts
  
• Responsible to ensure Purchase Requisitions (PRs), related to Administration and program activities are raised in a timely manner; and monitor the process in collaboration with procurement and finance teams.
  
• Coordinated of office events including team building, staff events by managing participant registration, venue arrangements, travel logistics, schedules, and administrative documentation.
  

Front Office Management

• Full-time management of the front office, ensuring a professional and welcoming environment for staff, visitors, and
  
• Stakeholders ensuring efficiency in administrative operations
  
• Receive, screen, and welcome visitors, and 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.
  
• Maintain an updated front office documentation and records for reference in tracking office activities and requests.