KE-Administrative Officer (National) at Church World Service

Primary Purpose

The Administrative Officer will be responsible for providing high-level administrative support to the Church World Service Regional Representative and RSC Africa Director. The incumbent will model the organizational values of CWS and will support colleagues to understand and live these values.

Key Relationships:

Internal to CWS

• Regional Representative
• RSC Africa Director
• Regional Office Line Managers/Supervisors
• Regional Office Colleagues
• CWS Headquarter staff

External

• Partners, Service providers, and other organizations.

Working Environment

• Office work environment. Periodic travel to the field as may be required.

Responsibilities

Executive Support - (90%)

• Co-ordinates Regional Representative’s (RR)/ RSC Director office activities and operations to secure efficiency and compliance with CWS RSC Africa policies and procedures.
• Manages RR’s/ RSC Director calendar, formats information for internal and external communication – memos, emails, presentations, reports, etc.
• Manages the RR’s/ RSC Director inbox, including organizing and prioritizing incoming correspondence, summarizing key emails, drafting responses for review, and ensuring the inbox remains current and up to date.
• Organizes and prioritizes large volumes of information and calls and drafts written responses or replies by phone or e-mail when necessary; provides responses to regularly occurring requests for information
• Ensures RR/ RSC Director and other travel is well-coordinated, ensuring very clear schedules and well-articulated itineraries.
• Tracks RR deliverables and provide concise summaries to support timely decision-making and follow-through
• Maintains shared calendars and ensures action item holders are responsive to key deadlines/milestones
• 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 RR.
• Provides the RR with administrative and logistical support such as logistics for events, meetings, and travel as needed.
• Supports RR to complete reports ensuring that they are accurate and submitted on time.

Additional Responsibilities (10%)

• Performs other duties which are assigned and developed to improve the operations of CWS Africa.

Qualifications

Experience:

• Minimum of 4 years of work experience supporting senior leadership preferably in a non-profit environment
• Direct experience in managing sensitive and confidential matters with a high level of professionalism
• Previous experience working with an International NGO is an added advantage.

Skills:

• Strong analytical skills and excellent report-generation skills with the ability to understand process.
• 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.

Education & Certifications:

• Bachelor’s Degree in a related field required, or four (4) years of paid work experience in lieu of a bachelor's degree required.