Program / Executive Support Officer at The Fred Hollows Foundation

ABOUT YOU

• As the ideal candidate for the Program/Executive Support Officer position, you will be a highly organized and proactive individual with a strong background in program coordination and administrative support. You will possess excellent interpersonal and communication skills, and the ability to work effectively within multicultural and diverse teams. You will be detail-oriented, adaptable, and capable of prioritizing and managing multiple evolving tasks. You will have experience in the health/public sector, particularly with Ministry of Health and County Government interactions, as well as familiarity with the international development and not-for-profit sectors.

THE OPPORTUNITY

• The Program/Executive Support Officer will provide all necessary coordination and administrative support to the Cluster Director and Cluster SMTs (Senior Management Teams) to effectively discharge their function and contribute to freeing up their valuable time for greater strategic global, regional and National engagement. In addition, the officer will be the primary liaison interface of the Cluster Senior Management Team (comprising of Cluster Director and Country Managers in Rwanda, Uganda, Tanzania and Burundi) with Country Offices (COs) and FHF Head Office coordination teams. Additionally, in Kenya the role will support in setting and coordinating external meetings that includes senior officials in the Ministry of Health (MOH)/government, county governments and partners.

KEY RESPONSIBILITIES

The Program/Executive Support Officer will own the following outcomes:

Liaison and Coordination Support:

• Provide administrative and coordination support to strengthen coordination of the tasks and engagements between the Cluster SMT and global teams.
• Establish and support the cluster SMT to coordinate the implementation of their joint workplans and shared tasks.
• Support the Cluster SMT in preparing and organizing its meetings, including reporting and follow up with other relevant country and global teams.
• Contribute effectively to inter-cluster coordination forums and cooperate with other clusters, and other relevant teams (as appropriate) in planning, coordination, and operational activities.
• Compile technical feedback from countries and cluster stakeholders into relevant products as per cluster stakeholders /requirements, in coordination with the cluster SMT.

Administrative and logistical Support:

• Provide administrative and logistical support to the Cluster Director to free up time for greater strategic global, regional and national engagement.
• Keep a close and frequent relationship with the Cluster Director to ensure effective coordination of the Cluster SMT and the implementation of decisions made by the Cluster SMT, and act as the liaison and coordination person.
• Provide technical support also to other cluster SMT and country/cluster working groups, based on his/her specific technical expertise.
• Contribute to the design of, and participate in, cluster and country level learning events, quarterly reviews, workshops as guided by the Cluster Director and cluster SMT.
• Advise and engage with cluster SMT members, upon request, in support of their operational activities (scheduling meetings, filing and documentation, following up on completion of agreed actions from meetings or reports etc.)

Governance Support:

• In liaison with the global Governance team and the Cluster Director and/or country manager support planning, coordination, logistics, administration, and documentation for relevant FHF governance meetings as required.
• With the support and training of the global Governance team, work with the Cluster Director and Chair to set agendas, co-ordinate papers and take minutes for FHF Kenya Board meetings including travel arrangements for meetings were in person.
• Liaise with local governance adviser, and Kenyan NGO Board (now Public Benefit Organizations Regulatory Authority) for signing and submission of Board meeting minutes and compliance forms including for director and officer onboarding.
• Respond to specific governance requests (e.g. Board, PPC, ELT, etc.) to or from Cluster SMT either assisting them directly or directing them to relevant teams or collaborators.
• Act as the liaison person for the cluster SMT and other clusters SMTs and global leadership teams and collaborative working groups.

WHAT YOU’LL NEED TO SUCCEED

• Bachelor's degree in social sciences, Project Management or equivalent related work experience.
• At least 5 years of work experience in programs coordination support at country or regional office level. 
• Excellent multi-cultural and interpersonal skills and a willingness to learn from others at all levels (country, cluster, and global).
• Ability to lead and participate on teams and to work effectively in a team-oriented, multicultural, matrix management environment.
• Experience supporting the health/public sector - Ministry of Health (MOH), County Government.
• Experience in international development & Not-For-Profit sector.
• Detail oriented and strong sense of commitment and a willingness to learn.
• Excellent communication skills- (ability to understand and be understood, diplomatic skills) including the ability to effectively communicate through multiple mediums.
• Ability to multi-task and work collaboratively with diverse teams.
• Flexible and ability to prioritize a variety of complex evolving tasks.
• Excellent planning and analytical skills.
• Fluency of the English language; proficiency in French is an added advantage.