Care International
East, Central and Southern Africa Regional
Job Title: Regional Executive Support Officer
Department: Regional
Management Unit (RMU)
Location: Nairobi
Supervisor: Regional
Director
CARE is an organization driven by its
mission to overcome poverty and social injustice.
The CARE ECSARO in Nairobi is seeking
a bright, dynamic and resourceful person to take up an exciting challenge in
the capacity of Regional Executive Support Officer, with flexibility to
moderately travel to Country offices in the East, Central and Southern Africa
region.
Job Summary: The
Regional Executive Support Officer position exists to maximize the effective
and efficient operation of the Regional Management Team’s ( RMT) areas of
responsibility by providing professional administrative support and
facilitating necessary action.
The Regional Executive Support
Officer is charged with coordinating and managing the activities of the
Regional Director (RD).
These activities include preparing
written and verbal communication; coordinating meetings, calendar and travel
arrangements; drafting correspondence, reports and summaries.
The Regional Executive Support
Officer will handle special projects as needed on the Regional Director’s
behalf, be able to represent the RD at selected meetings and organize RMT
events.
A key responsibility will be to serve
as liaison between RMT staff, Country Offices, external constituencies, CARE
International members and to manage information flow between them.
Our ideal candidate for this position
will be able to demonstrate a capacity to organize themselves and others to
work effectively together.
Working with a senior team of
different nationalities and based in several countries, the Executive Support
Officer will coordinate team communications and activities, keeping us on track
with our commitments.
The role will cover a varied range of
duties – from supporting the Regional Director with correspondence and travel,
through to organizing really high quality international conferences.
It will be essential to be able to
balance the need to react and respond to urgent issues arising as well as
managing progress on projects. Excellent administrative, organizational,
communications and presentation skills will be the key to success.
It will also be really important to
be a self-starter, curious and someone who enjoys learning, and to be able to
work comfortably with others at a distance and in challenging circumstances. It
goes without saying that a commitment to CARE’s mission and values will be
essential.
Duties and Responsibilities
Administrative Support /Office Management Assistance to the RD
·
Drafting and managing correspondence,
managing phone calls.
·
Assist the RD manage multiple
priorities and stay on schedule.
·
Preparing and disseminating materials
for meetings and conferences.
·
Establish and maintain filing and
records management systems to maximize information flow.
·
Sorts, reads and annotates incoming
mail and documents and facilitating necessary action.
·
Monitors reports on monthly expenses
and income and advises RD.
·
Assist RD with internal and external
meetings.
·
Anticipate and prepare research and
briefing papers in advance of appointments and presentations. Draft subsequent
correspondence and follow up.
·
Compiles meetings\workshops
documentation and provides background documents for the Regional Director.
·
Prepare first draft of documents,
letters and reports – proofread work produced ; edit and review documents
drafted by others for dissemination by RD.
Liaison Between RD & Internal Constituencies
·
Take action authorized during RD’s
absence and use initiative and judgement to see that matters requiring
attention are referred to the delegated authority or handled to minimize effect
of RD’s absence.
·
Manage information flow between the
RD and the constituencies to ensure issues are delegated; the RD is kept
informed during absence from office and on return.
·
When appropriate represent RD with
various audiences via correspondence, email, telephone or in person
Administrative Support to the RMT
·
Maintain regional events calendar
·
Maintenance of paper and electronic
filing systems for the RMT
·
Schedule and coordinate regular RMU
meetings.
General
·
Responsible for any special projects
on behalf of RMT.
·
Any other duties assigned.
Some of the ways the ideal candidate
might be able to demonstrate these competencies include demonstrable experience
in a similar role in a medium to large organization, relevant university degree
or equivalent and have excellent written and spoken English.
The ideal candidate should be very
comfortable with technology and able to get the most out of tech for our team.
The ideal candidate will be able to
share examples of their capacity to organize and manage projects, work with
others and solve problems creatively.
Ability to speak another language
widely spoken in the region, such as Arabic, French or Portuguese would be an
advantage.
In return, we offer an appropriate
package, and a learning environment with opportunities for travel.
Required Qualifications and skills
·
Bachelors degree and National Diploma
in Business Management or equivalent experience that demonstrates similar
capacity.
·
Three (3) years of experience in an
administrative position.
·
Excellent written and spoken English.
·
Exercise high level of interpersonal
skills, excellent organisation skills, problem solving, trust &
confidentiality.
·
Ability to use one’s judgement,
ability to collect, synthesise and report information including recommendations
for action.
·
Excellent computer skills.
Decision Making Authority
·
Approves payments in line with CARE
procedures
·
Makes authorized decisions on behalf
of RD
Key Relationships / Contacts
(a) Internal Contacts
·
Overall reports and is accountable to
Deputy Regional Director
·
Regional Director
·
Executive Assistant
(b) External Contacts
·
CARE Atlanta
·
Regional Directors Direct Reports
Working Conditions
·
This position is based in Nairobi
·
The scope of work for this position
is unpredictable and subject to both internal and external factors.
Core Values and Critical Competencies
·
Personal initiative
·
Team player
·
Honest
·
Personal discipline
·
Proactive and reliable
·
Firm
·
Ability to Coordinate, control and
plan
·
Able to work with limited supervision
How to Apply:
Interested candidates who meet the
criteria above are encouraged to send their application letters and detailed CV
to SOMRecruitment@care.org by December 1, 2016.
Kindly indicate the position title on
the subject line when applying.
Only shortlisted candidates will be
contacted.
CARE
is an equal opportunity employer promoting gender, equity and diversity. Female
candidates are strongly encouraged to apply. Our selection process reflects our
commitment to the protection of children from abuse
