Job Title: Administration Officer
Hiring Organization: Open
Society
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Non
Profit
Job Type: Full
Time
Salary: KES
Date Posted: 05/15/2024
Administration
Officers take on advanced executive assistant responsibilities to enable
leaders to focus on strategic value activities. Example activities could
include events management, preparing briefing materials, drafting presentations
and contracts administration.
Key Responsibilities
- Manage
a wide range of administrative and executive support tasks, including
welcoming and escorting visitors, events management, logistics, expenses
and scheduling
- Support
the President’s Office with administrative functions, including
coordinating schedules, planning complex stakeholder meetings/events, and
researching/arranging logistics
- Serve
as a critical communications liaison between the President’s Office, and
the OSF network as a whole, exercising considerable discretion and working
under limited supervision
- Generate
and prepare a variety of materials in advance of routine and special
engagements, preparing briefing materials, presentations, and reports as
needed
- Take
notes in meetings and supports project management as required
- Support
the Operations and Programs Senior Advisors in the President’s Office as
needed and work closely with other administration staff to anticipate the
needs of the President and the team. Liaise with the Senior Advisor,
Communications as needed.
Key
internal relationships
- President’s
Office Senior Advisors, Senior Advisor, Communications, Officer
President’s Office, VPs, Managing/Senior Directors and Executive
Assistants
Key
external relationships
- External
organizations relevant for event management and logistics
Essential
Qualifications
- Substantial
experience in executive level administrative support, preferably at least
3 years of dedicated executive assistant with prior experience providing
logistical support.
- Coordinated
diaries for internal and external leadership events on a global scale and
across multiple time zones leadership in high profile organizations.
- Proven
ability to build and maintain functional relationships (with a focus on
organizational coordination) with leaders with diverse backgrounds
throughout a complex organization.
- Professional
or personal experience with international and cross-cultural contexts
- Proven
experience with technology, including video conference systems, online
collaboration tools, secure digital communication, and Microsoft Suite
- Proven
experience of working in a CEO, President or Board level office
Functional
Competencies:
- Excellent
writing and communication skills with the ability to express ideas,
request actions, and/or formulate plans or policies
- Ability
to effectively plan, organize, and prioritize activities to efficiently
meet objectives (within a complex and multi-geography environment)
- Ability
to manage, analyze data and draw insights for managers
- Strong
computer program skills in excel, word, and PowerPoint.
Personal
Competencies:
- Commitment
to listening and working with humility; ways of working that are
respectful to all people; and that support space and voice for all diverse
perspectives in our workplace
- Demonstrates
commitment to OSF’s core values of humility, commitment, collaboration,
respect, inclusivity, and integrity
- Willingness
to adjust working hours to include calls and discussions with colleagues
and vendors located in various geographic regions
- Commitment
to continuous learning and growth in the areas of diversity, equity,
inclusion, antiracism and social justice
- Managing
Change – Ability and skill to demonstrate a change mindset as well as
plan, execute and monitor activities during times of change whilst keeping
performance levels up.
Languages:
- Fluency
in English is essential
- Fluency
in a local language (if this is not English) is essential
- Expert
knowledge of other languages would be an asset.
