Administrative Support Coordinator, USAID Africa Trade and Investment (ATI) Program at DAI Kenya - Development Alternatives, Inc.

KEY DUTIES AND RESPONSIBILITIES

Executive/COP Support

• Schedules appointments on behalf of COP and maintains calendar for COP including identifying key deadlines /milestones and take notes for follow up
• Manages COP’s correspondence as delegated including drafting and responding to COP’s emails as appropriate
• Organizes and executes events on behalf of the COP’s Office as well as organizing, executing, and attending team events.
• Support COP travel arrangements ensuring tight schedules and well-articulated itineraries.
• Organizing and maintaining an internal contact details database for COP
• Prepares and processes expense and monthly expense reconciliation for the COP
• Support preparation of documents for internal communications as requested by COP
• Other duties assigned by the Chief of Party

Administration

• Organizing and coordinating weekly scheduled Team meetings and taking meeting notes
• Anticipates organizational needs to ensure smooth team operations. Assisting in composing and preparing office correspondence related to team needs.
• Supports planning of meetings for both ATI staff and external partners, including coordinating meeting logistics and preparing meeting materials in liaison with Logistics Coordinator
• Support staff travel arrangements ensuring tight schedules and well-articulated itineraries
• Provide reception back up and other related support while the Administrative Assistant is away
• Other duties assigned by the Chief Financial Officer and Operations Manager

REPORTING

The Administrative Support Coordinator will report to the Chief of Party.

QUALIFICATIONS:

Required:

• Bachelor’s Degree in business administration/Management or similar with 7+ years of progressively responsible administrative experience or 9+ years of progressively responsible administrative experience
• An articulate individual who possesses excellent communications, personnel, and office management skills and who can relate to people at all levels of an organization
• An extremely well organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus
• Ability to perform high-level duties with a minimum of supervision
• Strong English writing and speaking skills required
• Previous experience with DAI policies, procedures, and systems (TAMIS, etc.) preferred