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Executive Coordinator Job in Kenya

Executive Coordinator

Organization: Adeso , African Development Solutions
Position Title: Executive Coordinator

Reporting to: Executive Director
Working with: Executive Director, Heads of Departments, Country Directors, Program Team

Program/ Duty station: Nairobi
Duration: 1 year with possibility of extension
Starting date: Immediate

Organizational Context

Adeso, formerly known as Horn Relief, is an expanding and vibrant African based international development and humanitarian organization.

At Adeso, we work with African communities who are yet to realize their full potential; working inside these communities to create environments in which Africans can thrive.

Our belief that economic, social and environmental security is the bedrock of a healthy community drives the nature and intent of our programming.

We work to prevent and overcome situations that adversely affect community well-being by: reinvigorating the economy, developing skills for life and work, providing humanitarian aid, and influencing policy.

For the past 20 years we have strengthened rural livelihoods through environmental awareness, training, technology transfer and innovative humanitarian projects in pursuit of a peaceful, self-reliant, and greener future. 

Currently, Adeso has programs in Somalia, Kenya and South Sudan. Our current donor portfolio includes the European Commission, USAID, SIDA, CIDA, UNICEF, and the Government of Netherlands, among others.

Adeso is an exciting and dynamic organization experiencing managed rapid growth. It offers sound employment conditions with opportunities for personal growth and development.

Position Summary
  • The Executive Coordinator will report directly to the Executive Director (ED).
  • S/he will be responsible for the coordination of activities (operations and planning) and ensuring timely flow of information to and from the executive office. 
  • S/he handles details of a highly confidential and critical nature, and must function efficiently and effectively in a fast-paced professional environment.
  • S/he will have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources, and organize and maintain administrative processes essential to this position. In addition, the incumbent will be responsible for coordinating and preparing Board of Director presentations and packets and will work to bring cross-
  • functional coordination between the ED’s office, programs and departments.
  •  The ideal candidate will be dynamic, high-energy, organized, and able to support cross-functional coordination in a fast paced environment and possess excellent judgment.
  • S/he will be required to be available during regular business hours, evenings and/or weekends, on occasion/as needed to provide support and assistance to the ED.
Specific Roles and Responsibilities
  • Support Adeso’s Executive Office in coordinating activities, such as conferences, field visits, international travel, internally and externally organized workshops.
  • When the ED chairs meetings: Prepare agenda in advance; assist with and provide research/background information, content development, create presentations, coordinate meetings and take meeting notes.
  • Manage the daily schedule of the ED, ensuring that she knows her schedule 24 hours in advance and keeping appointments and meetings on time or changing schedules when necessary.
  • Develop and maintain a system that alerts the ED of upcoming deadlines and incoming requests or events.
  • Based on personal initiative process and compose correspondence/reports for ED’s or executive team’s replies.
  • Assist in document preparation, including drafting articles for publication for review by the ED.
  • Manage external contacts for ED, proactively understanding who they are, who the priority contacts are and keeping track of periodic communication needed for priority contacts.
  • Anticipate the ED’s needs and proactively bring together appropriate people and resources to support the executive in addressing issues.
  • Manage ED’s travel arrangements and proactively coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, agendas and necessary contacts, documentation, Adeso advocacy materials, and other necessary preparations.
  • Act as the lead in preparation for quarterly Board Meetings, including tracking, monitoring and following the progress of action items, drafting the agenda, setting the timetable and following up on board material preparation and producing accurate Board minutes at each meeting when in attendance.
  • Manage effective contacts and relationships with Board Members, including arranging board member travel arrangements, expense reimbursements, and board meeting logistics, and acting as a first point of contact for Board Member queries.
  • Perform liaison services on behalf of Adeso to donors, Government Officials, other relevant partners
  • Review correspondence (mail and email) addressed to the ED and take the appropriate follow-up actions as required.
  • Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
  • Handle confidential information in a professional and discreet manner.
  • Ensure that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening phone calls when requested, and maintaining executive files as needed.
  • Maintain an effective filing system for the ED’s office.
  • Act as the ED’s representative and ambassador to external contacts as directed.
  • Process and maintain expenses for the ED. 
  • Any other duties that may be assigned.
Skills and Qualifications
  • Bachelor’s degree in Social Sciences, Development Studies or related qualification with a Diploma in Legal studies or a related field.
  • Minimum 5 years or equivalent work-related experience supporting senior level Executives; experience working with Boards of Directors necessary.
  • Demonstrated ability to handle confidential information appropriately.
  • Highly proficient in Word, Excel, PowerPoint.
  • Extensive experience in preparation of board and donor presentations.
  • Excellent written and verbal communication skills.
  • Ability to stay focused, efficient, and effective in managing multiple priorities.
  • Professional demeanor and ability to deal with emotional situations in a calm and professional manner.
  • Strong interpersonal skills and good judgment.
  • Proven ability to work independently to achieve accomplishments.
  • Ability to communicate effectively with all levels of employees and outside contacts.
  • Experience working in an International arena a plus.
  • Proven ability to effectively collaborate with internal team, cross-functional team, and external parties in a rapidly growing environment
  • Ability to provide after hour and flexible support a must.
  • Ability to travel 5%.
Application Process

This is a challenging opportunity for a dedicated and highly motivated professional. 

If you would like to join this dynamic team and be part of building resilience and economic growth in Africa, please submit your application to, with Executive Coordinator in the email subject matter, by 30th November 2012.

Each application should be addressed to the Human Resources Manager and include the following:
  • An updated CV; and
  • An application letter which should include remuneration requirements and contact information for three work-related referees.
Applications not including all of the above information will not be reviewed.

Only short-listed candidates will be contacted. Adeso is an equal opportunity employer

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