Overall purpose of the role

The overall purpose of the role is to provide general administrative support to the HQ Hub staff.

Responsibilities:

•  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.

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.

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.