Administrative Officer at Church World Service

Primary Purpose:

This position is responsible for providing high-level administrative support to the Resettlement Support Centre (RSC) Africa Deputy Director for Admin. S/he also supports other RSC Africa admin focused strategic initiatives with administrative, research, and other support as needed.

Essential Duties: 

• Provides the DDA with administrative and logistical support such as logistics for events, meetings, and travel as needed. 
• Anticipates needs and is highly responsive to direct and anticipated requests, providing fast, accurate, and thoughtful replies to requests and following up on action items on behalf of the DDA.
• Follow-up with relevant staff to ensure appropriate briefing material is completed in anticipation of all events 
• Works with the Travel and Logistics unit to ensure DDA and other important or sensitive travel is well-coordinated ensuring very clear schedules and well-articulated itineraries.
• Supports DDA to complete expense reports and ensuring that they are submitted on time in compliance with the Finance Policies and Procedures. 
• Manages DDA's calendar, formats information for internal and external communication – memos, emails, presentations, reports, etc. 
• Organizes and prioritizes large volumes of information and calls and drafts written responses or replies by phone or e-mail when necessary. Provides response to regularly occurring requests for information
• Maintains shared calendars and ensures action item holders are responsive to key deadlines/milestones 
• Organizes key leadership team meetings including meeting logistics, agenda and materials preparation and serves as the note-taker ensuring that information is collected and summarized for easy comprehension of critical stakeholders. 
• May in some cases attend meetings on behalf of the DDA, take meeting notes, and provide feedback as needed. In addition, takes notes during any other meetings as needed.
• Collaborates with other stakeholders to support CWS Africa’s strategic initiatives, including growth objectives, with research, analysis, and administrative tasks
• Conduct research upon requests and present findings 
• Supports admin in the coordination, organization and facilitation of CWS-wide events and initiatives, as assigned.
• Performs other duties which are assigned and developed to improve the operations of CWS Africa.

Qualifications: 

Education & Certifications: 

• Bachelor’s Degree is required (or 4 years of work experience in lieu of a bachelor’s degree)

Experience: 

• Experience with event planning, coordinating travel logistics, and managing calendars preferred
• Minimum of 8 years of work experience, 5 years’ experience supporting senior leadership preferably in a non-profit environment
• Direct experience in managing sensitive and confidential matters with a high level of professionalism

Skills: 

• Strong independent thinking skills with ability to work independently and follow through on assignments with minimum supervision
• Strong organizational skills with demonstrated experience working on multiple projects simultaneously
• Strong interpersonal skills with the ability to build relationship within the organization and externally
• Excellent administrative, and customer service skills
• Excellent written and oral communication skills, including the ability to draft correspondences and other communication with minimum direction
• Professional maturity and strong decision-making skills
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Proficiency in Microsoft Office 365 (Outlook, SharePoint, Word, Excel and Power point) and other work management platforms e.g. Monday.com 

Abilities: 

• Ability to act with discretion and maintain confidentiality 
• Work with minimal supervision
• Manage large and diverse workload under pressure with competing priorities.
• Maintain the integrity of official records;  
• Analyze and solve complex problems and make sound decisions;  
• Maintain a high performance standard with attention to detail;  
• Work independently and contribute to overall operations of RSC Africa;  
• Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).
• Ability to work in a multi-cultural environment required.
• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.