Operations Associate at Center For Reproductive Rights

The Role:

The Operations Associate will provide clerical and program support to the Center’s Africa team. This individual will report to the Senior Operations and Office Manager for Africa.

This position will be based in Nairobi, Kenya.

Primary Responsibilities:

The primary responsibilities for the Operations Associate will be, but are not limited to, the following:

Provide Clerical Support for the Africa Team

• Serve as the point person for copying, scanning and distribution of documents, conference room scheduling, the help desk, and filing documents among other responsibilities
• Work with the the Senior Operations and Office Manager to build vendor relationships and process service contracts
• Process travel or operations advances and service payment request forms

Office Management

• Support the Senior Operations and Office Manager in facility management
• Liaise with building management on parking, cleaning of common areas, and granting security access to visiting guests or staff

General Administrative Management

• Provide the Senior Regional Director (SRD) with administrative support including calendar maintenance and scheduling meetings, handling travel arrangements, and processing advances/reimbursement
• Greet guests, draft and mail correspondence, sign for packages and mails, and run the office switchboard
• Assist in the orientation of new staff, interns, research fellows and consultants through scheduling meetings with relevant staff and printing out orientation packs
• Assist with printing and logistical preparations for submitting materials to the courts in Kenya
• Organize the purchase of kitchen supplies, provide refreshments for external guests for in house meetings and assisting in other administrative tasks as needed
• Act as the point of contact during the absence of team members by responding to urgent correspondence and addressing urgent issues with appropriate staff

Inventory Management

• Update and maintain stock levels for publications and supplies
• Update assets list on Asset Panda
• Organize the office storage room and publications

 Logistical Coordination

• Serve as the logistics coordinator for external trainings and convenings with partners within Kenya, Africa, and across the globe, including arranging travel, visas, accommodations, meals, and facilities rentals
• Liaise directly with attendees and prepare workshop materials
• Support credit card expense reporting for select team members and events
• Prepare program payment request forms and manage online payments for program expenses
• Serve as the point person for program vendors to ensure that contracts, local purchase orders, and invoices are accurate

Qualifications:

• University Degree in relevant field
• 2+ years of relevant work experience in an administrative position
• Fluency in English (speaking, reading, and writing)
• Willingness to be hands-on and develop knowledge of operations
• Demonstrated commitment to the mission
• Ability to handle and keep confidential matters appropriately
• Excellent written and verbal communications skills
• Flexibility and ability to work professionally in a fast-paced environment
• Working knowledge of Word, Excel, PowerPoint, SharePoint, Outlook, and the Internet
• Excellent interpersonal skills
• Self-motivation and the ability to work independently, while also collaborating in a team setting
• The ability to complete assignments in a timely manner, often under considerable time pressure, and to manage multiple projects simultaneously
• Commitment to human rights, reproductive rights, and/or women’s rights generally
• Capacity to receive and accept constructive feedback
• Exceptional organizational and time-management skills with attention to detail, accuracy, and pacing

Critical Competencies:

• Collaborative: An empathetic, approachable team player who engenders trust and confidence, with an inherent ability to interact positively with all members of the Center staff.  Track record of working effectively with various and diverse individuals and groups. A willingness to actively listen and invite different views.
• Receives and Provides Direct Feedback: Actively gives and requests feedback to and from supervisors and team about work products, behaviors and workload prioritization.
• Accountability: Follows through on commitments and actively communicates on ability to meet commitments in a timely fashion.  Must possess a “can-do” and “will-do” attitude.
• Commitment to learning: Applies a growth mentality to their development. Promotes a culture of learning by modeling inquisitiveness and an openness to viewing mistakes as an opportunity to learn and improve
• Integrity: Possesses impeccable integrity and personal and professional values that are consistent with the Center’s high standards and mission.
• Transparency: Consistently applies openness and honesty in communicating decisions and plans to team members.