COO's Chief Executive Assistant at Dorbe-Leit Solutions Limited

Job Description

To support the COO in overseeing strategic business initiatives from development through successful execution. This includes being responsible for supporting partnership development, research on local funding opportunities, strategic projects management, and administrative support to the Office of the COO.

Partnerships

1. Facilitate strategic linkages with GoK, UN Secretariat, UN agencies, NGOs, CSOs and
2. Private Foundations including liaising with key officials.
3. Providing information and responding to inquiries in support of Senior Management's strategic priorities.

Research

1. Assist with programs that the COO office may be working on by researching or writing reports.
2. Undertake assignments connected with resource mobilization, representation, advocacy, and liaison, as appropriate.
3. Research and seek partnership opportunities for SHOFCO with local donors.
4. Oversee strategic business initiatives from development through successful execution under the guidance of the COO and other C-Team members.
5. Assist and communicate with C-Team members in decision-making, program management, and initiative implementation.
6. Support the COO in improving current processes and coordinate organizational procedures for optimized efficiency and productivity.

COO & Meetings & Events

1. Attend meetings where advised, take Minutes, and write accurate reports.
2. Detail lists of tasks/action points/COO& directives that emerge from the meetings/events and support team follow-up for their execution.
3. Support meetings by drafting and sending agendas, assist with the preparation of presentations, and support the production and timely delivery of follow-up communications.
4. Provide or arrange technical support to ensure the smooth-running and effective delivery of presentations, conference calls, media briefings, and other activities/meetings.
5. Safeguard confidential and sensitive information.
6. Assist in planning and organizing events, including technical workshops, training, and meetings.

COO & Email and Calendar management

1. Ensure the effective circulation of information within the organization and outside the organization on behalf of the COO and coordinate/provide relevant feedback/inputs from staff to the COO & the Senior Management Team.
2. Provide guidance on selection and timing of visits by the COO; liaise with officials of relevant organizations regarding COO’s appointments, and advise the COO on all protocol requirements as needed.
3. Prioritize and draft correspondence on behalf of the Office and prepare and circulate itineraries and memos.
4. Ensure effective internal communication of meeting actions and commission follow-up on the Office’s behalf.
5. Co-managing emails, calendar, and Zoom logistics with the COO.
6. Receive, screen, and handle information and inquiries into and out of the COO& Office

COO’s Logistics

1. Liaise with all relevant persons/departments on any logistics planning needed when necessary
2. Book travel arrangements and accommodation when necessary.

Visitors Management

1. Communicating and engaging with the visitors on the logistics and program arrangements of the visits.
2. Communicating and liaising with the relevant SHOFCO departments/persons on logistics arrangements and co-generation of the program
3. Improve org-wide compliance with basic standards for hosting any outside visitors on-site at SHOFCO.
4. Request all site visits expenses on SAP and makes returns following the events.

Qualifications

1. Masters Degree in Business Administration, Social Science, or similar field.
2. Qualification in Business Administration or any other related field.

Other requirements (unique/job specific)

1. At least 7 years experience in senior management in a business/NGO or executive management role
2. Track record of successful delivery of business aims and objectives
3. Proven experience organizing and directing multiple teams and departments
4. Excellent communicator in written and verbal form
5. Extremely versatile, dedicated to efficient productivity
6. Experience planning and leading strategic initiatives with good follow-through
7. Must be an organized thinker, completes detailed tasks punctually, and is able to work effectively under time pressures
8. Ability to make quick, wise judgments, on controversial or sensitive issues
9. Proven experience in successful planning, project coordination, and support of a heavy workload within a framework of timescales and accountability
10. Strong project reporting skills, with a focus on interdepartmental communication
11. The ability to rapidly familiarize, assimilate, and understand information about SHOFCO’s Vision, Mission, and Strategic Objectives

Functional Skills

1. Analyzing and Articulating information
2. Excellent attention to detail
3. Operations management
4. Budget management
5. Documenting facts
6. Creative problem solver
7. Seizing opportunities

Behavioral Competencies/Attributes

1. Collaborative in nature
2. Good communication skills
3. Establishing rapport
4. Excellent people skills
5. Following procedures
6. Taking action
7. Excellent follow-through