Administration Assistant

The Administration Assistant provides administrative support to the DRC Urban Program Office, ensuring smooth and efficient operation of front office services, office management, and compliance with organizational policies. The role includes coordination with project managers, HR, safety, and finance teams to support program and administrative functions.

Responsibilities

• Full-time management of the front desk, ensuring a professional and welcoming environment.
• Receive visitors/clients and assist them with relevant DRC information and refer to relevant team leads.
• 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.
• Coordinate transport arrangements and official travel bookings for programme staff.
• Monitor and order office stationery and consumables; maintain stock card.
• Ensure order and cleanliness of the office and supervise office cleaner and repairs.
• Support preparation and utilization of administration budget forecast.
• Maintain urban program asset register and ensure assets are insured yearly.
• Coordinate compliance with administrative legal requirements in the area of operation.
• Maintain proper filing of administrative documents and inventory of supplies.
• Support organization of meetings, workshops, conferences and trainings.
• Update contact list for all staff at the base office.
• Raise purchase requests for admin related procurements or services.
• Support preparation of monthly community monitors pay in collaboration with project leads, HR and finance.
• Ensure timely payment of telephone bills and rent.
• Provide admin support to country office based on official requests.
• Maintain effective filing system for key correspondences and documents.
• Liaise with CO Administration Officer for coverage during absences.
• Maintain and update events calendar.
• Support onboarding and exit/clearance procedures for staff.
• Ensure staff have job IDs and business cards within one month of reporting.
• Assist in ensuring urban staff safety and office compliance with DRC safety policy and OSHA legislation.
• Support safety team in field OSH compliance audits and training.
• Process invoices related to administration services timely and maintain accurate records.
• Liaise with finance to ensure compliance with organizational policies when making payments.

Requirements

• 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.

Skills

• Business Administration
• Administrative Support
• Humanitarian Administration
• Urban Program Administration
• MS Word
• MS Excel
• Records Keeping
• Numeric accuracy
• Office Management
• Program Coordination
• Compliance Management
• Internet Research

Languages

English, Kiswahili