Recrutement : Temporary Assistant to the RD and sub offices 6 months

Job Title:

Division:

Temporary Assistant to the RD and sub offices 6 months

Regional Director’s Office

Location:

Responsible to:

Date:

Nairobi

Regional Director

October 2020 

1.         JOB PURPOSE

Describe why the job exists

1. To provide support to the Regional Director and to the ARO sub offices and the SMT on the execution of their duties.

2.         KEY TASKS

Please describe the main activities undertaken by the post holder.  The list need not be exhaustive but should reflect the most important features of the post.

A: strategic suppor

1.             To consult with the ARO departmental heads, collate information to regularly update the Regional Director on the status of the work and needs of other departments.

2.             To provide administrative support to the ARO sub offices and coordinate their meetings and encounters with the RD

3.             Amend quarterly work plans and budgets.

4.             To develop, coordinate and implement the Regional Director’s office programme budget;

5.             To coordinate and manage responses to reports, observation and recommendations from the regional office to departments/units, Central office, Regional Executive committee and external partners;

6.             To proof-read and coordinate inputs for background briefs, speeches, talking points, letters and other documentation issued from the office of the Regional Director.

B. OTHER routine duties

7.             To provide administrative support to the RD and, in his/her absence, to the officer in charge.  Maintains an efficient working diary for the RD;

8.             To act as the initial contact point for the Regional Director’s Office (RDO).  On a daily basis, responds promptly to questions and follow-up action as appropriate;

9.             To co-ordinate, monitor and make travel and logistical arrangements for the RD and prepare expense reports;

10.         To be responsible for the dissemination of the important documents to board members and volunteers e.g., minutes of meetings calendar of events newsletters, etc.

11.         To implement and maintain robust office systems (filing/record keeping), preparation of business cycle, filing and record keeping.

12.         To coordinate internal and external meetings involving the Regional Director.

13.         To undertake any other reasonable duties as may be requested from time to time.

3.         RESPONSIBILITIES

Describe: a) Any staff responsibilities carried by the post holder.

None.

                b) Any financial responsibilities carried by the post holder.

The Regional Director’s programme budget

                c) advisory responsibilities carried out by the post holder.

None.

4.         EDUCATION & QUALIFICATIONS

Please describe the likely educational/training background of the post holder.

•           A first degree in Social Sciences

•           Diploma in business administration

5.         PROFESSIONAL EXPERIENCE

Please describe the minimum level of professional experience required to fulfil the post.

• Minimum of five years’ executive level support experience ideally in an international setting.  To include office management, administration and secretarial support.

6.          SKILLS

Please describe the skills which will be applied in the post, including languages

•           Outstanding interpersonal skills – articulate, tactful and diplomatic. Flexible, team player

•           Excellent writing/drafting skills.

•           Excellent time management skills to meet tight deadlines.

•           Excellent office management skills.

•           Research and analytical skills.

•           Fluent English.; good working knowledge of French desirable

•           Advanced level IT skills – Word, Excel and PowerPoint.

•           Minute taking.

•           Audio typing.

7.  COMPETENCIES

Please describe the characteristics of superior job performance

•Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

•Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

•Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

ABILITIES

•   Ability to maintain high level of confidentiality.

•   Willingness to travel occasionall