Administration Coordinator

Administration CoordinatorReports ToOperations and Development ManagerStatusFTE 1.0 - 5 days per weekDirect ReportsNone at this timeLocationRemote working, based in Malaysia, Thailand or Kenya.You must have the right to work in the country for which you apply. IDC is unable to support work visa applications or relocation.LanguagesExcellent communication skills in oral and written EnglishCompensationPer annum depending on skills and experience:* Malaysia - 74,000 to 84,000 MYR * Thailand - 580,000 to 660,000 THB * Kenya - 2,250,000 to 2,750,000 KESBackgroundInternational Detention Coalition (IDC) is the world’s leading network dedicated to ending immigration detention. We are a global coalition, uniting civil society organisations, community groups and individuals working to end immigration detention and promote non-custodial, rights-based alternatives to detention (ATD). We believe refugees, migrants and all people on the move should be able to live freely while they await the outcome of their immigration case, and we advocate to secure the human rights and dignity of all people impacted by and at risk of immigration detention. IDC is a highly recognised, impact-driven organisation, offering a stimulating workplace committed to local, national, regional and global change. IDC is a fully remote team of approximately 20 professionals who thrive on agility in a constantly evolving global environment.Role PurposeIDC’s Administration Coordinator develops and maintains the organisation’s administrative and operational systems, ensuring effective day-to-day functioning and optimisation of internal processes and systems. This role is responsible for ensuring administrative activities and different organisational systems are well-coordinated, documented, and accessible, while supporting the implementation of strong operational procedures, human resources administration, organisational systems management, and timely administrative support across a remote, multi-country organisation.Role ResponsibilitiesSystems and Platform Management* Manage IDC’s systems and platforms, including contracts, renewals, licenses, maintenance, cyber security, and optimisation (ie Google Workspace, Zoom, Asana, NationBuilder, BambooHR, etc). * Organise and maintain IDC’s knowledge management system in a clear and accessible manner (ie Dropbox, etc). * Develop and implement processes to support IDC personnel to better utilise IDC’s administrative systems and platforms, provide user support as needed. * Coordinate systemic reviews of main systems in coordination with Finance Coordinator and Operations and Development Manager to ensure cost effectiveness and optimised usage.Internal Coordination and Communication* Update and maintain internal calendars (ie events, meetings etc). * Coordinate logistics of team meetings (with team members based in different time zones), including calendar administration, meeting agendas, notes, etc. * Coordinate logistics of team retreats, including travel administration, agendas, notes, food, accommodation, etc.Human Resources Administration* Coordinate and administer IDC’s recruitment processes, including job posting, candidate communications, organisation of recruitment tools for panel members. * Coordinate and administer onboarding and offboarding processes, including administrative inductions and exits to systems and procedures. Ensure all necessary steps are completed by relevant personnel in an organised manner. * Coordinate laptop and tech arrangements during onboarding and offboarding. * Maintain and keep all IDC personnel records updated, organised, and confidential, including in Dropbox, BambooHR, etc. * Develop templates and draft simple HR letters. * Monitor and track leave balances in collaboration with relevant team members, including conducting regular reporting. * Support with securing travel insurances, and monitoring renewal needs.Finance and Grant Administration* Collaborate with Finance Coordinator to implement expense management processes, including collection and filing of quotes, invoices, bank details, etc. * Maintain inventory lists and asset registers (laptops, software licences), ensure annual depreciation reviews in collaboration with Finance Coordinator. * Collaborate with Finance Coordinator to maintain up-to-date grant record keeping. * Develop and implement grant management processes, including ongoing monitoring of IDC’s grant calendar and reporting deadlines to ensure financial and narrative reporting is completed in an organised manner, and administer submission of reports in coordination with the Executive Director and other relevant personnel. * Support the Executive Director and other relevant personnel to administer grant applications as needed. * Manage Grants management systems (GMS) where relevant.Membership Administration* Maintain and keep membership records updated, ie in NationBuilder and Dropbox, including relevant contact lists. * Coordinate ongoing application processing, including preparation of applications for approval and applicant communications. * Coordinate logistics of member meetings, such as the Annual General Meeting (AGM), including calendar administration, meeting agendas, notes, etc.Executive Support* Support the Executive Director with travel plans, in booking flights, accommodation, transport. * Support the Executive Director with routine administrative tasks, including expenses reporting, reimbursements claims, etc. * Support the Executive Director with governance administration, including coordination of board meetings, calendar invites, agendas, notes, etc. * Support with other administrative support required by the Executive Director.Operations Support* Coordinate organisational insurance renewals, including ongoing review and providing recommendations. * In coordination with the Operations and Development Manager and Finance Coordinator, coordinate a system to complete legal compliance requirements across all of IDC’s entities in a timely and efficient manner.Collaboration and Communication* Attend regular meetings with IDC’s Operations and Development Manager. * Attend team meetings and retreats. * Liaise and respond to relevant administrative queries from personnel, as well as external stakeholders, etc. * Support the Operations and Development Manager and the Executive Director in other relevant tasks.Core Responsibilities* Actively contribute to a culture of collaboration and teamwork within IDC’s team. * Demonstrate a passion for and alignment with IDC’s mission, vision, and core values of innovation, collaboration, respect, representation and being solutions-focused. * Demonstrate an understanding of IDC’s Code of Conduct and other core policies to contribute to a positive and safe working environment for all. * Actively engage with administrative systems, processes, and infrastructure to ensure sustainability and appropriate safeguarding of institutional knowledge, assets and core activities over time.The tasks and responsibilities outlined in the Job Description may change throughout the course of employment to meet the organisation's needs. Changes and additions to the role will be directed by management.Key Selection CriteriaEssential Criteria* Strong administration & coordination experience (3-5 years), ideally in a nonprofit or complex organisation, with proven ability to juggle multiple priorities and deadlines * Systems-savvy and process-minded approach, with experience managing digital tools, shared drives, cloud-based databases, HR systems, and ability to build processes to enhance functionality, usage and improvement * Strong organisation and prioritisation skills, with excellent attention to detail and ability to manage multiple tasks independently**,** such as contracts, records, grants, governance and compliance tasks * Experience administering compliance for registered entities, including tracking legal obligations, reporting deadlines, insurance, and governance requirements as well as understanding risk management * Demonstrated HR administration experience, including recruitment coordination, onboarding/offboarding, and maintaining updated confidential personnel records * Demonstrated finance and grant administration experience, including expense processes, record keeping, asset registers, reporting deadlines, etc. * Clear and confident communication, comfortable working in a fully remote, multi-country team, and fluency in written and spoken English * Demonstrated experience as a trusted, discreet professional, with a strong sense of accountability, confidentiality, and risk management * A proactive and adaptable mindset, able to work independently, take initiative, spot gaps, and improve systems as priorities evolve * Flexibility to work across different time zones and ability to work with short deadlines * Commitment to the human rights of refugees, people seeking asylum and migrants, particularly those affected by immigration detention * Alignment with IDC’s values and commitment to collaborative, respectful, solutions-focused and inclusive ways of workingDesirable Criteria* Experience in an international or multi-country non-profit organisation is highly desirable * Experience with tools such as Google Workspace, Asana, BambooHR, NationBuilder, Dropbox, or similar platforms is highly desirable * Experience with grant-funded or donor-funded environments is highly desirableHOW TO APPLYTo apply for this role, please upload your resume and a cover letter to IDC’s Careers Webpage by Friday 6 March, 2026. Please ensure that you clearly address all of the key selection criteria in your application. Please note that applications sent via email will not be accepted. If you have enquiries, please write to [email protected] will be held virtually in mid-March 2026, with the preferred candidate to begin as soon as possible in early April 2026.IDC values diversity, equality and inclusivity. Applications are welcome from all backgrounds. We especially encourage applications of those from underrepresented backgrounds, including but not limited to gender, race, age, sexual orientation, disability and religion. In particular, we highly encourage leaders with lived experience of the impacts of detention to apply. If potential candidates require any adaptations to usual recruitment processes, please do not hesitate to note this in your application.