Regional Executive Officer at Norwegian Refugee Council

JOB DESCRIPTION

Are you ready to take your career to the next level?  We're seeking a dynamic and driven Executive Officer to join our innovative team! This position will support high-level day-to-day for the Regional Director (as priority) and the Regional Management Group (RMG) for the NRC East and Southern Africa Regional Office (ESARO) which will include a wide range of tasks from arranging workshops/meetings, managing the Regional Director's calendars and specific project work associated with the Regional Director's office.

RESPONSIBILITIES

• Communication & E-mail administration: Ensure timely follow-ups and coordinate meeting requests. Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the Regional Director’s behalf.
• Meetings/Conference Management: In co-operation with relevant ESARO units, support meeting/conference preparations for the Regional Directors’ participation. Ensure an effective agenda, preparation, time management, and meeting commitments follow-up. Responsible for setting up and coordinating Regional Management Group/Team (RMG/T) meetings, including drafting of agenda, identification of meeting venue and/or video conference, minute taking and follow-up. Have knowledge and understanding of the Regional Office’s org chart to better manage stakeholders' needs.
• Responsible for setting up ESARO Regional Management Team (RMT) meetings including minute- taking, follow-up on actions and wider information sharing with ESARO and Country Offices
• Provide administrative support and coordination for regional office staff meetings, Strategy workshops and seminars within the region by conducting research, handling information requests, and performing administrative functions such as preparing correspondences and supporting events’ logistics; receiving visitors; arranging conference calls; and scheduling.
• In close coordination with all ESARO units (incl. HQ liaison), ensure strategy and follow-up meetings (T-meetings) are conducted on time and filled accordingly.
• In close cooperation with the ESARO Administration and Logistics unit, facilitate logistical arrangements related to conferences held by the NRC ESARO office.
• Support to communicate more widely in the ESARO office and region in relation to RMG activities including support on translation of meeting minutes summaries etc
• Knowledge Management: Maintaining comprehensive and accurate records both physical and online. Promote the use of Office 365, ESARO FilingTree, and Intranet.
• Other ad hoc and project-related tasks as identified by the Regional Director

QUALIFICATIONS

• University degree in political science, business administration, international relations, or social studies
• Fluency in English, both written and verbal
• Proven administrative skills within the NGO or related sector, with at least 3 years of experience 
• Strong interpersonal and communication skills with the ability to work vertically and horizontally in the organization.
• Accustomed to handling sensitive and confidential information.
• Attention to detail, organization, and planning skills.
• Able to follow up on key tasks without detailed supervision.
• Excellent ICT skills, including proficiency in Microsoft Office/ or Google Workspace (formerly G- Suite),and the ability to work at an advanced level in Excel, and PowerPoint.
• Good understanding of international humanitarian work or experience working with a relevant aid agency or embassy.
• Solution oriented and creative problem solving

Context/Specific skills, knowledge, and experience:

• Good understanding of international humanitarian work or experience working with a relevant aid agency or embassy.
• Solution oriented and creative problem solving