Executive Coordinator
Organization: Adeso , African Development Solutions www.adesoafrica.org
Position Title: Executive Coordinator
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 jobs@adesoafrica.org, 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