Administrative Officer-Hub

Education , Experience and Technical Competencies

• At least 2 years of relevant administrative or support services experience, preferably in an INGO or international environment.
  
• Experience in travel, logistics, and administrative support functions is required.
  
• Familiarity with visa/work permit processes and procurement procedures is desirable.
  
• University degree or equivalent in administration, management, or related field preferred.
  

• Facilitate all travel-related arrangements for HQ Hub staff, including flights, accommodation, transport, and airport transfers.
  
• Support processing of travel expenses of HQ Hub staff and ensure compliance with organizational policies.
  
• Coordinate logistics for regional workshops and meetings organized by the HQ Hub, including venue, travel, and accommodation.
  
• Support HQ staff travelling to Hub with accommodation bookings, airport pick-ups, and related needs.
  
• Arrange internal and external meetings, including booking venues and preparing materials.
  
• Serve as focal point for guesthouse issues for HQ Hub staff and manage hotel/housing arrangements for visiting staff.
  
• Manage and process visa, work permit, and residency applications for international staff of the HQ Hub.
  
• Oversee renewal and compliance of visa, work permit, and residency documentation.
  
• Handle rental agreements of international staff, including timely PRs and payment follow-up.
  
• Track usage of utilities (electricity, water, internet, etc.) of international staff to ensure compliance with benefit ceilings.
  
• Process payments for utilities and ensure correct procurement documentation is submitted.
  
• Manage mobile SIM cards, phone bills, and internet bills for HQ Hub staff.
  
• Ensure administrative expenditures follow procurement policies and are supported by required documentation.
  
• Submit PRs and payment requests for rent, utilities, transport, and telecom services in a timely manner.
  
• Maintain an up-to-date contact list of HQ Hub staff and visitors.
  
• Manage filing systems and ensure archiving of administrative and contractual documents (physical and digital).
  
• Perform other tasks assigned where the HQ Hub operates independently from the CO providing support.