Coordinator, Regional Office at Child Fund International

Summary

• This position serves as a resource in providing programmatic and administrative support to the Regional Office. This includes organizing travel and meetings, and stewardship of the master confidential files. S/he will be also responsible to manage assigned projects, data collection and analysis for decision making, and plays designated roles as a member of the logistics and administrative support team of the Africa Regional Office. This position handles the most sensitive information and records and requires the highest level of confidentiality and professional demeanor.

Duties/Responsibilities

• Supports programmatic initiatives at Regional Office level in key areas, corporate partnerships and engagement, advocacy, research and documentation.
• Responsible for the Regional Office’s administrative duties that includes: responding to routine correspondence and requests on behalf of the Regional Director (RD); proof reading correspondence; and assisting in maintaining program and financial records
• Manage the travel arrangements of the Regional Director and other designated staff. This includes liaison with the travel agent, preparing itineraries, ticketing, and documentation of travel authorizations, hotel and rental car reservations, and visas/ workpermits when required.
• Routine communications with staff at the International Headquarters in Richmond and Washington DC; Regional Offices and partner organizations.
• Responsible for the efficient daily workflow of the office; assists in maximizing use of time and resources of the office and in maintenance of permanent records and files.
• As directed, provides support to special internal and external committees, activities, and forums; works in close concert with all Divisions under the RD responsibility
• Responsible for the coordination, collation and preparation of divisional reports required for Global Leadership Team and Board meetings/reports; provides support to RD on consolidation and presentation of all division information.
• Responsible for the organization and preparations of background documents and filing of materials and meetings minutes.
• Support the RO procurement function and provide occasional support to finance whenever there is need.
• Regional office, Event Management/ Meetings such as Africa Leadership Team (ALT) meetings, Regional Visits
• Performs other duties as may be assigned.

Qualifications/Experience/Education

• Bachelors Degree in Business Administration/Management (or equivalent) with 5 years of experience in as an Executive Assistant, Office Manager or Administrative Assistant.
• Training/Proficiency in software applications (operating systems, data analysis, graphics, and presentations, spreadsheet, database, accounting operations software, project management software, presentation software).
• Strong commitment to the missions and goals of the organization.
• Strong analytical and problem-solving skills required.
• Ability to manage projects, draw conclusions and report results to aid in decision making for the division.
• Ability to manage special projects, prepare written and financial reports, and present data in graphical forms, excellent editing and proofreading skills.
• Ability to work independently, handle confidential matters, prioritize multiple tasks and follow up and meet strict deadlines.
• Professional demeanor required with the proven ability to effectively communicate (verbal and written) at all levels of the organization internally and externally.
• Consistently approaches work with energy and a positive and constructive attitude.
• Demonstrated openness to change and ability to manage complexities and remains calm, in control and good humored even under pressure.
• Demonstrated diplomacy in working with diverse cultures and audiences and sensitive situations and subject matter.