Background information about the job or company (e.g., role context, company overview),

CARE International is a major humanitarian agency delivering emergency relief and long-term international development projects.

Responsibilities or duties,

Liaison and Coordination (30%)

• Serve as the focal point for all travel and movement-related matters for the CO Kenya & ESA Regional Office staff, providing support on visa processing and administrative procedures for staff deployed out of the country.
• Ensure proactive, effective communication and good collaborations with the Safety and security office (RPO).
• Ensure accurate and updated information for travel through the travel tool, or local external service providers. Link with the regional travel focal points for specific travel requirements.
• Initiate the processing and follow up of Work Permit/Passes/Cards for all Non- Kenyan employees based in CARE Kenya & ESA Regional office.
• Coordinate preparation of administrative documents for work permit and follow up with the administrative units for the non-Kenyan employees.
• Coordinate proper filing of non-Kenyan employees’ documents for/work permit/passes/cards.
• Provide support in organizing training and events, including preparing administrative documents such as employer introduction letters required by embassies.
• Create a network with embassies or visa application centers (as and when) that we mostly deal with and establish an updated contact list for the same.

Travel Support Responsibilities (30%)

• Support the implementation of CARE’s travel policies and procedures in collaboration with the Admin & Logistics Coordinator.
• Coordinate domestic and international travel arrangements for employees and partners, including flights, hotels, car rentals, and visa processing for the shared services unit.
• Provide support and information regarding visas for the respective employees.
• Ensure timely and regular reporting on travel data to inform management decisions.
• Compile and maintain travel related data and information for staff projects and future analysis.
• Stay updated on travel advisories, restrictions, and requirements in liaison with the Admin Coordinator and Security Manager.
• Collaborate with travel agencies and vendors to secure bookings and related services.
• Reconcile travel expenses against credit notes issued by travel agents, ensuring accuracy and accountability.
• Provide travel-related support during trips via phone or email to staff and stakeholders.
• Work with the Admin & Logistics Coordinator to ensure excellence in travel services, enhancing staff satisfaction and partner confidence.
• Provide timely advice to staff, partners, and stakeholders on flight delays, cancellations, or reservation changes to support decision making.
• Act as a focal point Administrator for Airport transfers in liaison with Admin and logistics officer.

Front Office Responsibilities (20%)

• Deliver high quality front office services, establishing and maintaining effective relationships with visitors and stakeholders to enhance customer service and organizational credibility.
• Manage the organization switchboard and provide publicly accessible information to callers responding to inquiries with accurate project and organizational information.
• Apply critical thinking skills to ensure information is communicated accurately and directed to the appropriate parties.
• Maintain a tidy, presentable, and professional reception area, ensuring required stationery and materials are available.
• Manage courier services for the shared service unit, both internal and external mails.

Qualifications or requirements (e.g., education, skills),

Experience needed,

Any other provided details (e.g., benefits, work environment, team info, or additional notes).

• Serve as the focal point for all travel and movement-related matters for the CO Kenya & ESA Regional Office staff, providing support on visa processing and administrative procedures for staff deployed out of the country.
• Ensure proactive, effective communication and good collaborations with the Safety and security office (RPO).
• Ensure accurate and updated information for travel through the travel tool, or local external service providers. Link with the regional travel focal points for specific travel requirements.
• Initiate the processing and follow up of Work Permit/Passes/Cards for all Non- Kenyan employees based in CARE Kenya & ESA Regional office.
• Coordinate preparation of administrative documents for work permit and follow up with the administrative units for the non-Kenyan employees.
• Coordinate proper filing of non-Kenyan employees’ documents for/work permit/passes/cards.
• Provide support in organizing training and events, including preparing administrative documents such as employer introduction letters required by embassies.
• Create a network with embassies or visa application centers (as and when) that we mostly deal with and establish an updated contact list for the same.
• Support the implementation of CARE’s travel policies and procedures in collaboration with the Admin & Logistics Coordinator.
• Coordinate domestic and international travel arrangements for employees and partners, including flights, hotels, car rentals, and visa processing for the shared services unit.
• Provide support and information regarding visas for the respective employees.
• Ensure timely and regular reporting on travel data to inform management decisions.
• Compile and maintain travel related data and information for staff projects and future analysis.
• Stay updated on travel advisories, restrictions, and requirements in liaison with the Admin Coordinator and Security Manager.
• Collaborate with travel agencies and vendors to secure bookings and related services.
• Reconcile travel expenses against credit notes issued by travel agents, ensuring accuracy and accountability.
• Provide travel-related support during trips via phone or email to staff and stakeholders.
• Work with the Admin & Logistics Coordinator to ensure excellence in travel services, enhancing staff satisfaction and partner confidence.
• Provide timely advice to staff, partners, and stakeholders on flight delays, cancellations, or reservation changes to support decision making.
• Act as a focal point Administrator for Airport transfers in liaison with Admin and logistics officer.
• Deliver high quality front office services, establishing and maintaining effective relationships with visitors and stakeholders to enhance customer service and organizational credibility.
• Manage the organization switchboard and provide publicly accessible information to callers responding to inquiries with accurate project and organizational information.
• Apply critical thinking skills to ensure information is communicated accurately and directed to the appropriate parties.
• Maintain a tidy, presentable, and professional reception area, ensuring required stationery and materials are available.
• Manage courier services for the shared service unit, both internal and external mails.

• Strong organizational and multitasking skills, with the ability to manage front office, liaison, travel, and program support functions simultaneously.
• Excellent communication and interpersonal skills to build and maintain effective relationships with staff, partners, government agencies, and donors.
• Critical thinking and problem-solving abilities to ensure accurate information flow, issue resolution, and compliance with policies.

• Bachelor’s degree in business administration, Public Relations, Tourism, or an equivalent qualification from a recognized institution.
• Professional certification in Administration, Customer Service, or Tours and travel
• At least 3 years of working experience in a similar role in a busy environment.
• Experience in travel agency, airline, coordination of events, visas, and work permit management preferably in humanitarian NGOs.