Oxfam International
Executive Coordinator to the Executive
Director
Salary: 2,460,780 Kes per annum
Location: Nairobi
Level: Administrative
Contract: Open-ended
Oxfam is an international
confederation of 20 organizations networked together in more than 90 countries,
as part of a global movement for change, to build a future free from the
injustice of poverty.
Oxfam International is at a pivotal
moment in its vision to mobilize the power of people against poverty. Crucial
in achieving this vision is providing excellent and professional executive
support to OI’s Executive Director.
Oxfam International is looking for an
Executive Coordinator to the Executive Director to provide administration
support to the Executive Director by preparing all travel related
administration, i.e booking travel, accommodation, organizing visas, and
itineraries and prepares all the ED’s expense claims.
This role requires proven, excellent
administrative, coordination and time management skills, particularly the
Ability to manage a combination of time pressure, and a depth of preparation
and complexity around scheduling (particularly regarding travel).
This role require proven ability to
take the initiative and organize work pro-actively, ability to work in a
changing environment involving high pressure at times, ability to work
effectively as part of a team.
Oxfam International is an equal
opportunities employer, committed to diversity within the workplace.
Oxfam International is unable to
obtain a work permit for the role. Candidates must therefore have and be able
to retain the legal right to work in Kenya.
Team Purpose
The Executive Office team comprises
the Executive Director; the Executive Assistant to the Executive Director, and
the Executive Co-ordinator to the Executive Director.
The purpose of this team is to ensure
the smooth running of the Executive Directors office to enable her to carry out
her responsibilities and commitments.
Job Purpose – Key Responsibilities
and Accountabilities
The Executive Co-ordinator’s role
provides administration support to the Executive Director by preparing all
travel related administration, to include booking travel, accommodation,
organising visas, ground transport and a detailed itinerary.
The EC also prepares all the ED’s
expense claims and credit card reconciliations.
·
Making itineraries of the OIED’S
agenda when travelling, involving arranging all travel logistics, flights,
accommodation, visas and associated items for the Executive director. This is a
prime responsibility of the role since the Executive Director travels
extensively. It requires meticulous attention to detail, timely delivery,
advanced administrative systems and a robust pending system to manage the
constant work load.
·
Access to the OIED’s diary in order
to ensure logistical plans are set up well in advance. Adding items to the
OIED’s diary when required by the Executive Assistant.
·
Providing personal support to the
Executive Director on a regular basis
·
Ensuring the OIED has access to all
relevant documents for management and board meetings
·
Processing the Executive Director’s
expenses. Creating invoices for external organisations and processing payment
authorisations and confederations expenses submitted for the Executive
Director’s sign-off
·
When required by the Executive
Assistant, undertaking a range of tasks including; formatting letters for OIED
and responding to e-mails and enquiries
·
Covering the duties of the Executive
Assistant when she is away, this involves, maintenance of the Executive Director’s
diary, responding to internal and external requests, proactively scheduling
appointments
·
Taking appropriate measures to ensure
travel and logistics are kept to a cost and appropriateness which is consistent
with Oxfam’s external image
·
Keeping apprised of and navigating
sensitive, high-level, geo-political and confederation-wide situations with
tact and diplomacy
·
Drafting the EO contribution to the
Secretariat newsletter
·
Keeping secure and confidential files
on behalf of the OIED and OI Chair, including personal information and
high-level correspondence
·
When required, filming and editing
video interviews given by OIED to camera
·
Dealing with calls from external
stakeholders to Oxfam as part of the OI phone pool
·
Member of the OIED Support Team
·
Member of the Business Support Team
Key Working Relationships
·
Executive Office team.
·
OI Secretariat staff.
·
Affiliate directorates assistants
·
Business Support Team
·
OIED Support Team.
·
External organizations.
Key Behavioral Competencies (based on Oxfam’s Leadership Model)
Competencies
Decisiveness
·
We are comfortable to make
transparent decisions and to adapt decision making modes to the context and
needs.
Humility
·
We put ‘we’ before ‘me’ and place an
emphasis on the power of the collective, nurture the team and play to the
strengths of each individual. We are not concerned with hierarchical power, and
we engage with, trust and value the knowledge and expertise of others across
all levels of the organization.
Relationship Building
·
We understand the importance of
building relationship, within and outside the organization. We have the ability
to engage with traditional and non-traditional stakeholders in ways that lead
to increased impact for the organisation.
Listening
·
We are good listeners who can see
where deeper levels of thoughts and tacit assumptions differ. Our messages to
others are clear, and consider different preferences.
Mutual Accountability
·
We can explain our decisions and how
we have taken them based on our organizational values. We are ready to be
held to account for what we do and how we behave, as we are also holding others
to account in a consistent manner.
Agility, Complexity, and Ambiguity
·
We scan the environment, anticipate
changes, are comfortable with lack of clarity and deal with a large number of
elements interacting in diverse and unpredictable ways.
Systems Thinking
·
We view problems as parts of an
overall system and in their relation to the whole system, rather than reacting
to a specific part, outcome or event in isolation. We focus on cyclical rather
than linear cause and effect.
·
By consistently practicing systems
thinking we are aware of and manage well unintended consequences of
organisational decisions and actions.
Strategic Thinking and Judgment
·
We use judgment, weighing risk
against the imperative to act. We make decisions consistent with organizational
strategies and values.
Self-Awareness
·
We are able to develop a high degree
of self-awareness around our own strengths and weaknesses and our impact on
others.
·
Our self-awareness enables us to moderate
and self-regulate our behaviors to control and channel our impulses for good
purposes.
Enabling
·
We all work to effectively empower
and enable others to deliver the organizations goals through creating
conditions of success.
·
We passionately invest in others by
developing their careers, not only their skills for the job.
·
We provide freedom; demonstrate
belief and trust provide appropriate support.
·
We give more freedom and demonstrate
belief and trust, underpinned with appropriate support.
How to Apply
CLICK HERE to apply
online
Executive Assistant to Executive Director
Salary: 3,358,992
Kes per annum
Location: Nairobi
Level: Administrative
One
person in three in the world lives in poverty. Oxfam is determined to change
that world by mobilizing the power of people against poverty.
Oxfam
is an international confederation of 20 organizations networked together in
more than 90 countries, as part of a global movement for change, to build a
future free from the injustice of poverty.
Oxfam
International is at a pivotal moment in its vision to mobilize the power of
people against poverty. Crucial in achieving this vision is providing excellent
and professional executive support to OI’s Executive Director.
Oxfam
International is looking for an Executive Assistant to the Executive Director
to fully support the Executive Director by managing her diary and engagements.
As
well as proven, excellent administrative skills this role requires effective
negotiation abilities and informal leadership skills in a multi-stakeholder,
networked environment, the ability to anticipate problems and find solutions,
strong analytical skills and demonstrable organizational and project management
skills to manage multiple projects to deadlines.
This
role require proven ability to take the initiative and organize work
pro-actively, ability to work in a changing environment involving high pressure
at times, ability to work effectively as part of a team.
Oxfam
International is an equal opportunities employer, committed to diversity within
the workplace.
Oxfam
International is unable to obtain a work permit for the role. Candidates must
therefore have and be able to retain the legal right to work in Kenya.
Job Purpose: The
Executive Assistant to the Executive Director’s role fully supports the
Executive Director by managing time and engagements and by tracking all pending
work.
The
Executive Director operates at a very high level internationally, and also has
many internal commitments within the Oxfam confederation.
The
diary needs to be managed to enable the Executive Director to be at her/his
most effective. Management and sign off of the Executive Coordinator’s work and
guidance provided when needed.
Key Responsibilities and Accountabilities
·
Full maintenance of the Executive
Director’s diary. This involves both responding to internal and external
requests and also proactively scheduling appointments and managing the tension
between internal and external work. The diary is extremely busy, and
there is a significant amount of high level external liaison which requires
good knowledge of protocols at the level of government and international
institutions, sound judgment, and political awareness and ultimately decision
making
·
Full management of the Executive
Director’s emails, bringing forward items for attention in a timely manner.
This requires development of a robust pending system and the ability to take
effective decisions on prioritization.
·
Receiving all invitations to the
Executive Director and holding weekly meetings with the OI ED Support Team in
order to establish a strategic external engagement agenda, whilst working with
the Head of Governance to ensure that a balance is found between external and
internal commitments.
·
Establishing a relationship of mutual
trust and respect with the Executive Director in order to facilitate
communication and maximise efficiency.
·
Handling both general and specific
paper and electronic correspondence; drafting text for the Executive Director,
including high level communications.
·
Improving the effectiveness and
efficiency of the Executive Office such as by developing templates, standards
and promoting ways of working best practice, for instance in the preparation
and provision of meeting briefs.
·
Finalizing the Executive Director’s
travel and meeting packs as prepared by the Executive Coordinator, and
providing guidance to the Executive Coordinator when delivering specific pieces
of work for the Executive Director.
·
Overseeing of Executive Office
Budget.
·
Overseeing the work of the Executive
Coordinator, providing guidance and sign off on all administrative areas.
·
Ensuring the Executive Director’s
time is utilised as efficiently as possible when she/he is travelling by
overseeing the hosting organisation / affiliate’s schedule, amending anything
that would be deemed unsuitable by the ED, setting up meetings/calls in the
local time zone and ensuring they take place on time.
·
Providing personal support to the
Executive Director when required.
·
Liaising with the Executive
Director’s high level external contacts including embassies, government
officials, INGO leaders and royalty.
·
Managing the Executive Director’s
leave application ensuring sign off by the OI Chair.
·
Conducting documentary and website
research on specific topics or organizations as required.
·
Providing other support to the
Executive Office as required, including overseeing and/or managing projects
and/or processes for the Executive Director, such as the annual performance
appraisal process.
·
Maintaining secure and confidential
files, including lists of high level personal emails and addresses.
Technical Skills, Experience & Knowledge
Communication
·
Ability to liaise with a wide range
of people, often at a high level internally and externally and with
credibility, tact and diplomacy, and build strong working relationships.
·
Excellent written, verbal,
interpersonal and negotiation skills with an ability to adapt style of
communication to suit the relevant audience (e.g. sensitivity to certain
cultures; drafting high level communications).
·
Recognizing situations of potential
brand risk and approaching them with due sensitivity and confidentiality.
Desirable: French and Spanish.
Key Behavioral Competencies (based on Oxfam’s Leadership Model)
Decisiveness
We
are comfortable to make transparent decisions and to adapt decision making
modes to the context and needs.
Influencing
·
We have the ability to engage with
diverse stakeholders in a way that leads to increased impact for the
organization
·
We spot opportunities to influence
effectively and where there are no opportunities we have the ability to create
them in a respectful and impactful manner.
Humility
·
We put ‘we’ before ‘me’ and place an
emphasis on the power of the collective, nurture the team and play to the
strengths of each individual.
·
We are not concerned with
hierarchical power, and we engage with, trust and value the knowledge and
expertise of others across all levels of the organization.
Relationship Building
·
We understand the importance of
building relationship, within and outside the organization.
·
We have the ability to engage with
traditional and non-traditional stakeholders in ways that lead to increased
impact for the organization.
Listening
·
We are good listeners who can see
where deeper levels of thoughts and tacit assumptions differ.
·
Our messages to others are clear, and
consider different preferences.
Mutual Accountability
·
We can explain our decisions and how
we have taken them based on our organizational values.
·
We are ready to be held to account
for what we do and how we behave, as we are also holding others to account in a
consistent manner.
Agility, Complexity, and Ambiguity
·
We scan the environment, anticipate
changes, are comfortable with lack of clarity and deal with a large number of
elements interacting in diverse and unpredictable ways.
Systems Thinking
·
We view problems as parts of an
overall system and in their relation to the whole system, rather than reacting
to a specific part, outcome or event in isolation.
·
We focus on cyclical rather than
linear cause and effect. By consistently practicing systems thinking we are
aware of and manage well unintended consequences of organizational decisions
and actions.
Strategic Thinking and Judgment
·
We use judgment, weighing risk
against the imperative to act.
·
We make decisions consistent with
organizational strategies and values.
Vision Setting
·
We have the ability to identify and
lead visionary initiatives that are beneficial for our organization and we set
high-level direction through a visioning process that engages the organization
and diverse external stakeholders.
Self-Awareness
·
We are able to develop a high degree
of self-awareness around our own strengths and weaknesses and our impact on
others.
·
Our self-awareness enables us to
moderate and self-regulate our behaviors to control and channel our impulses
for good purposes.
Enabling
·
We all work to effectively empower
and enable others to deliver the organizations goals through creating
conditions of success.
·
We passionately invest in others by
developing their careers, not only their skills for the job. We provide
freedom; demonstrate belief and trust provide appropriate support.
·
We give more freedom and demonstrate
belief and trust, underpinned with appropriate support.
How to Apply
CLICK HERE to apply online
Closing
date: 14th June @ 23:59 GMT +1
Interviews:
26th June 2017
Contract:
Open-ended
Please
note that applications that do not have a covering letter and Résumé/CV will
not be considered (you will need to combine your Résumé/CV into one document
before attaching it to your application) Thank you in advance for your interest
in this position.