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Administration Officer

Open Society Foundations

Management & Business Development

KES Confidential
New
4 days ago

Job Summary

 

Job Description/Requirements

Administration Officer. Nairobi. Posting Date: 05/14/2024. Deadline: 05/28/2024

Role Title

Administration Officer

Grade Level

D8

Reporting To 
Associate Director, President’s Office


Program/Tool/ Department/Unit Name

Executive Office

Team Name

President’s Office

Role Purpose

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.

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