Internship | Job Vacancies at Danish Refugee Council

Administration Officer – Work permit Management at The Danish Refugee Council (DRC)

Job Description

About DRC   

The Danish Refugee Council (DRC) is a humanitarian, non-governmental and non-profit organization, founded in 1956, that works in more than 35 countries around the world. DRC is one of the largest protection actors in Kenya, actively coordinating and advocating for improving the protective environment for refugees and host communities.  DRC implements Protection monitoring, Child Protection and GBV prevention and response programmes in its areas of operation to address protection issues faced by displaced and non-displaced at-risk groups and individuals. The programme also aims to identify and build synergies with DRC´s Economic Recovery sector to facilitate durable solutions and Humanitarian Disarmament & Peace Building activities to enhance to respond to the needs of communities affected by acute crisis as well as those in protracted displacement situations.

Overall purpose of the role: 
The role focuses on ensuring efficiency in management of Work permits, visa and travel logistics for Expert staff and visitors to the organization while maintaining confidentiality in documentation and ensuring a seamless delivery in a fast-paced environment. The incumbent shall support in overseeing other administrative functions including supporting visitors and staff in acquiring the required information and travel documents in compliance to the procedures, while proving guidance at every level of engagement with clarity and professionalism.

The Administration Officer is also responsible for ensuring a smooth and efficient operation of front office services in collaboration with the Administration. The role provides a professional first point of contact for visitors and staff, while managing essential office systems, and supporting organizational compliance and efficiency.

Duties & 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.

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

Languages: 

• Advanced English proficiency
• Fluency in Swahili

Key stakeholders – Internal and External:

• Government agencies 
• Private sectors
• Senior management 
• Relevant Service provides 
• Other support departments 
• All staff and managers 
• Visitors to the organization

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.   

Conditions  

• Contract: One-year contract with possibility of renewal. Salary and other conditions are offered in accordance with DRC’s Terms of Employment. 
• Availability: August/September 2026
• Duty station: DRC Country office, Nairobi

Application and CV:

Only motivated applications that address the stipulated duties and meet the required qualifications, sent together with a CV, will be considered.  
DRC only accepts applications sent via our online-application form on www.drc.ngo under Vacancies. Please remember to upload both a letter of application and your CV and do not attach any written recommendations.  Please submit your application and CV in English no later than 24th July, 2026

Apply: Administration Officer - Work permit Management | Danish Refugee Council

Economic Recovery Assistant at Danish Refugee Council

Economic Recovery Assistant

Overall purpose of the role:

The Digital Learning Trainer will support in facilitating ICT skills in Microsoft productivity software and ICDL, online collaboration tools, and user support in opening and operating on-line job accounts for clients. She/he will provide technical support in network and Internet services, hardware and software maintenance of ICT equipment, and user support. In addition, the trainer will facilitate the transition of trainees into digital employment opportunities by integrating digital freelancing, work readiness, and emerging technologies (including AI) into training and mentorship, with a strong focus on employment and income generation outcomes.

Experience and technical competencies:

• 3 or more years’ experience working with I/NGOs within humanitarian/development contexts
• Demonstrable experience in livelihoods/food security programming within refugee/host community settings
• Demonstrate experience in dryland agriculture
• Demonstrates a good understanding of Project Cycle Management 
• Has excellent communication (spoken and written) skills
• Working knowledge of MS Office, Excel and other relevant computer applications
• Good planning and organizational skills coupled with problem-solving ability
• Possess good level of conflict management skills
• Possess a sense of cultural awareness, sensitivity and respect for diversity
• Knowledge and skills in Microenterprise development/MSME/BDS/entrepreneurship/financial literacy
• Knowledge and demonstrated experience in financial inclusion/VSLA

Education:

• Bachelor’s Degree/Diploma in Education, Business Administration, Commerce, Agribusiness, Agriculture, Sociology, International Development/Relations or Economics.
• Further short trainings in drylands agriculture, entrepreneurship, technical education, value-chain development, making markets work for the poor (M4P), community-managed microfinance/savings groups, MIS for savings groups or agricultural production highly desirable for this role.

Language:

• Fluency in written and spoken English.
• Fluency in local spoken languages is an added advantage

Key stakeholders:

Internal

• Programme staff, Support Services staff

External

• Liaise with county and national government line ministries
• Coordinate with UNHCR on education/livelihood matters
• Closely work with other education/livelihood partners
• Inclusion of beneficiaries in the design and implementation process

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Administration Assistant at Danish Refugee Council (DRC) 

Overall purpose of the role

The focus of this role is to provide administrative support to DRC Urban Program Office in a well-coordinated and timely manner and to facilitate the day to day implementation of the administration functions and needs. The role holder is responsible for overall support in office management and will coordinate closely with Project managers and staff at the base office, Administration Officer at Country office, Safety Coordinator at CO and other external stakeholders to execute the required responsibilities. The Administration Assistant is responsible for ensuring the smooth and efficient operation of front office services by providing a professional first point of contact for visitors and staff, manages essential office systems, and supports organizational compliance and efficiency. The position holder shall occasionally support HR related roles such as onboarding of new staff and exit/clearance procedures for the exiting staff.

The position shall reports directly to Human Resource & Administration Manager but with daily administrative supervision by the Project Manager at the base office and is expected to coordinate closely with urban program staff and the country office support units (Human Resource, Safety, Supply Chain and Admin).

Duties & Responsibilities

Front Office Management

• Full-time management of the front desk, ensuring a professional and welcoming environment.
• Receive visitors/clients (do an inventory) and assist them with the relevant DRC information and refer client(s) information to the relevant team leads for further necessary action.
• 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.

Administrative support

• In liaison with the Facilities manager CO ensure effective and smooth transport coordination to facilitate regular field trips for staff in a timely manner.
• Assist in making official travel arrangements, booking of DRC vehicle/or taxi for programme staff.
• Monitor utilization of office stationery and other office consumables and place timely orders for re-stocking.
• Responsible for safe custody of office stationary and other consumables and maintain a updated stock card.
• Responsible for ensuring order and cleanliness of the office & supervise the work of the office cleaner and repairs.
• Support to prepare administration budget forecast and ensure that this is well utilized without under/overspends.
• Provide support in ensuring urban program asset register is up to date and compliant with DRC asset policy and that the urban assets are insured yearly by coordinating with the DRC Country office logistics and finance.
• Coordinate closely with the Country office HR to ensure that the Eastleigh area office is compliant with all administrative legal requirements i.e. government registrations and licenses in the area of operation.
• Responsible to maintain proper filing of administrative documents according to procedures. This includes requisition, distribute and maintain adequate inventory of office supplies and consumables.
• In collaboration with the country office relevant unit, support in the organization of meetings, workshops, conferences and trainings upon official request & approval from the budget holder.
• Consistently update the contact list for all staff at the base office.
• Raise purchase requests (PRs) for admin related procurements/or services for the base office as per the supply plan.
• Support to prepare monthly community monitors pay in collaboration with project leads, HR and finance.
• Ensure that the telephone bills and rent are paid on time.
• Provide admin support to the country office (HR, safety, admin and logs) based on official requests and informed by prioritized plan to ensure both offices (area and country office) expectations are met.

Program Support

• Maintain an effective filing system to include key correspondences related to Administration, Safety, OSHA and other relevant documents. This documentation should be easily accessible when needed.
• Liaise closely with CO Administration Officer on coverage of administration related support while out of office.
• Maintain and update the events calendar in coordination with the Facilities team.
• Any other duties as agreed with the HR Manager.

Human Resource support

• Receive new employees, support in developing an orientation schedule in coordination with HR county office.
• Support the HR Team in onboarding process for new hires.
• Support the HR Team in sending out exit/clearance procedures to staff exiting DRC and follow up to ensure that the forms are received and submitted to HR for archiving and processing of terminal dues.
• Ensure all new staff have job identification (staff IDs) and business cards as required within one month of reporting.

Compliance/Reporting

• As the urban safety focal point, assist to ensure urban staff safety and office location is in compliant with DRC safety policy in coordination with the DRC Country Safety Coordinator.
• Be the focal person for OSHA (Occupation Safety and Health) on implementation at the urban program office.
• In close coordination with Safety Coordinator, ensure compliance to OSHA legislation at the urban program office by maintaining updated records for OSHA and a valid OSHA certificate displayed at the office.
• Support the Safety team to carryout field OSH compliance audits and training on regular basis.
• Keep proper filing records of files and documentation on the regular audits carried out at the base office.
• Support the supervision and ensure the maintenance of the area office is in line with OSHA recommendations.

Invoice Processing

• Process invoices related to various Administration services, on timely manner upon receipt.
• Maintain accurate records of the various administration functions and financial transactions.
• Liaise with finance to ensure compliance with organizational policies when making payments.

Experience and technical competencies

• 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.

Education

• Diploma in Business Administration or any related training.

Languages

• Excellent written and spoken English and Kiswahili.

Key stakeholders (internal and external)

Internal Stakeholder:

• Programme staff in urban programme.
• Support staff from country office.

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General Support – Digital Trainer at Danish Refugee Council

General Support – Digital Trainer

Overall purpose of the role: 

The Digital Learning Trainer will support in facilitating ICT skills in Microsoft productivity software and ICDL, online collaboration tools, and user support in opening and operating on-line job accounts for clients. She/he will provide technical support in network and Internet services, hardware and software maintenance of ICT equipment, and user support. In addition, the trainer will facilitate the transition of trainees into digital employment opportunities by integrating digital freelancing, work readiness, and emerging technologies (including AI) into training and mentorship, with a strong focus on employment and income generation outcomes.

Duties & Responsibilities:

Project Management and Development: 

• Participate in mobilization and enrolment of digital learners. 
• Participate together with the digital team to prepare training manuals.
• Establish and maintain the digital training database.
• Keep inventory of all the ICT equipment’s under your supervision
• Support needs assessment and propose new ideas to improve the digital learning and on-line jobs for youth.
• Prepare weekly, monthly and quarterly plans and share with your supervisor with the aim of implementing them
• Integrate digital livelihoods pathways into program design, including structured transition plans from training to employment (freelancing, remote work, and wage employment).
• Continuously update training content to reflect market demand, including integration of emerging technologies such as Artificial Intelligence (AI) and digital productivity tools.
• Supervise community based Digital skills Trainers attached to your center.

Monitoring and Reporting

• Develop and submit weekly/monthly project updates including learners’ attendance details to the digital learning officer
• Track and report on key outcome indicators including job placement, freelancing engagement, income levels, and successful transition of graduates into digital work.
• Maintain a tracer system to follow up on graduates’ employment status and progression in digital livelihoods.

Conduct training sessions focused on enhancing digital literacy and learning skills.

• Plan and implement active learning for the students in relation to the stipulated syllabus.
• Formulate a suitable scheme of work, lesson plans, and record of units covered for various kinds of innovative 
• Digital Skills training undertaking.
• Continuously evaluate students, maintain performance, and provide feedback to learners during their learning period
• Provide IT Support in the IT lab center assigned to you.
• Working with stakeholders in delivering various Digital Skills to the learners

Mentorship and Transition to Work

• Facilitate structured mentorship and coaching to support graduates in transitioning into digital employment, including freelancing and remote work.
• Facilitate linkages between trainees and potential employers, including BPOs and digital service providers.
• Support formation and strengthening of peer learning groups or digital freelancer cohorts for continuous engagement and support.

Experience and Technical Competence 

• Two-year previous experience in teaching youth in a school/college / Vocational training institution setting
• Excellent skills in written and spoken English
• Experience in working with underprivileged youth. A good team player with high degree of initiative, flexibility and tolerance
• Ability to tolerate diverse cultural, educational and religious diversity in the workplace
• Support on line collaboration, user support, software and hard ware maintenance

Education

• Diploma/Higher Diploma or Degree in IT, BBIT, Computer science or related field of study is required 

Language:

• Fluent in English
• Fluent in Somali

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Intern – Communications at Danish Refugee Council

Overall purpose of the role:  

The Project Communications Intern will support the communication aspects of peacebuilding projects aimed at promoting peace, social cohesion, and conflict resolution in the Karamoja region. Alongside gains in terms of experience, the intern will assist in documenting project activities, creating content for various communication platforms, and supporting stakeholder engagement. The intern will also work in collaboration with the project teams and partners in amplify the impact of the project by ensuring consistent messaging, visibility of achievements, and effective dissemination of information that maintains visibility of the project.

Duties & Responsibilities:

• Support Internal and External Communication
• Enhance Visibility of the Project
• Develop Communication Materials
• Strengthen Stakeholder Engagement
• Monitor and Evaluate Communication Efforts
• Build the Intern’s Professional Skills

Experience and technical competencies:  

• A background in communications and advocacy with skills of story writing and photography.
• Excellent written and verbal communication skills.
• Familiarity with conflict-sensitive approaches and community-based peacebuilding.
• A background in peace and conflict studies, international relations, development studies, or a related field.
• Experience (academic or practical) in program support, advocacy, or community engagement is an asset.
• Ability to work independently, manage time effectively, and collaborate in a multicultural team environment.

Education

• A minimum of Diploma certificate
• Undergraduate Certificate and Relevant professional certificates will be an added advantage.  
• Language: 
• Good spoken and written English and Swahili  
• Able to communicate freely and verbally and to write clearly and correctly.

Key stakeholders: 

• Colleagues (fellow employees)
• County Government and National Government Authorities/Officials
• Local authorities
• Partners (Kenya- Uganda)
• Community stakeholders, elders and Groups
• Visitors and clients

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.   

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. 
• Availability: August 2025
• Duty station: DRC Lodwar Office

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