Job Purpose

The Associate, reporting to the Chief of Staff, Head of Regional Planning & Coordination (CoS), will contribute to the effective and efficient operation of the Senior Regional Leadership team, by providing administrative support and ensuring that day-to-day tasks are handled smoothly. This role requires a combination of organizational skills, attention to detail, communication skills and the ability to multitask.

Duties and responsibilities:

• Regional leadership team coordination support: Coordinate Quarterly leadership team meetings and regular Senior Regional Leadership meetings. This will typically entail developing or compiling meeting agenda, taking & synthesizing meeting notes, and following up with regional leadership on relevant action points.
• Managing the Executive Vice President’s (EVP) daily calendar and help in setting up meetings on a need by need basis.
• Organizing and managing documentation for the Africa Regional Leadership (ARL) & Senior Regional Leadership (SRL) teams.
• Maintaining the EVPs appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel coordination and management.
• Reconciling travel expenditures for the EVP and submitting them to the Finance team for authorization and payment.
• Providing administrative support for the organization of seminars, meetings, workshops, conferences, and training sessions organized through the EVPs office and in collaboration with the CoS.
• Coordinating travel and accommodation schedules for SRL and Global leadership during their visits to and or within the Africa region.
• Assisting the EVP with administration requests, i.e. purchase of office equipment, etc.
• Following up with the EVP on pending items and or action points, via Skype or email.
• Promptly responding to enquiries from Senior Regional Leadership Team members.
• Other: Supporting the People & Culture (P&C) department in coordinating various work streams e.g., the Rewards and Recognition policy and with certain  recruitment processes (especially with positions that directly report to the EVP). This will typically include liaising with the P&C department to schedule final interviews and coordinate any follow-up sessions.

Requirements

Qualifications and Traits:

Qualifications:

• Education: A bachelor’s degree in a relevant field such as Business Administration, Communication, or a related discipline.
• Experience: A minimum of 2-3 years of relevant professional experience in an administrative or Executive Support role, preferably supporting Senior Executives or Leadership teams.
• Knowledge: A strong understanding of administrative processes, office management, and executive communication practices.
• Language Skills: Excellent verbal and written communication skills in English (and any other relevant languages) to effectively communicate with stakeholders at all levels.
• Technology Proficiency: Proficiency in using office software and tools such as Microsoft Office Suite, email correspondence, calendar management systems, and collaboration platforms.

Desired Traits:

• Proactive: Takes initiative and anticipates the needs of the EVP and Senior Leadership, managing tasks and priorities without constant supervision.
• Attention to Detail: Demonstrates meticulous attention to detail in all aspects of their work, including accurate documentation, proofreading, and formatting.
• Organizational Skills: Ability to effectively manage multiple tasks and prioritize workload to ensure timely completion of assignments.
• Confidentiality: Understands the importance of handling sensitive information with the utmost discretion and maintains strict confidentiality at all times.
• Adaptability: Demonstrates flexibility and adaptability in a fast-paced environment, readily adjusting priorities and approaches as needed.
• Professionalism: Maintains a professional demeanor and acts as a positive representative of the EVP and Senior Leadership team within the organization and with external stakeholders.
• Strong Communication: Possesses excellent verbal and written communication skills, with the ability to effectively communicate with individuals at all levels of the organization.
• Problem-Solving: Demonstrates strong problem-solving skills, able to identify issues and propose solutions.

Working conditions

• Primary work hours and location must include business hours (9:00 am-5:00 pm), Monday to Friday, in Evidence Action’s Nairobi, Kenya office.
• Off-hour work may be required as necessary for overseeing/completing planned maintenance, participating in international conference calls across time-zones, or responding to technical emergency response.

Benefits

• Private Health Insurance
• Pension Plan
• Paid Time Off