Administration Officer at

1 week ago

Nairobi, Nairobi Area, Kenya Open Society Initiative for Eastern Africa Full time
OSIEA is a part of the global Open Society Foundations network. Founded in 2005, OSIEA plays an active role in encouraging open, informed dialogue about issues of public importance.

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

Requirements
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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