Regional Executive Support Manager at International Rescue Committee

Responsibilities 
General Administration for Regional Team 60%

• Provide senior-level office management support to both EAST & Central AFRICA Regional teams including managing diverse and complex office logistics, calendaring, and archiving.
• Organize all inter-departmental meetings inclusive of developing and distributing comprehensive agendas, taking notes, preparing any presentations or related documentation, room booking, etc. and following up on action plans as required.

IT support: 

• Provide support in IT coordination and troubleshooting, liaising with the IT service desk as necessary for the Regional Vice Presidents, Deputy Regional Directors, and Country Directors. 
• Take the lead in developing and maintaining East & Central Africa’s RescueNet intranet space, including uploading data/ updates. 

Financial Support: 

• In collaboration with Global Real Estate and Workplace Solutions (GREWS) I-HUB finance and procurement team raise Purchase requests. 
• Tracking Technical Advisor visits to country programs: Maintain a schedule and tracker for advisors to the region.
• Maintain Integra-related expense management procedures for East& Central Africa teams.

Travel Support

• Follow up on travel details, visas, and accommodations, and coordinate schedules for visitors to the region as required.
• Follow-up on onboarding needs for new regional team members.
• Gracefully and diplomatically represent IRC internally and externally.

Event Planning and Delivery

• Develop and manage comprehensive EAST and Central AFRICA Regional calendars, including internal and external events.
• Contribute to the flawless execution of critical engagements/events in the regions run by IRC, ensuring seamless logistics and stakeholder support. Organize and execute regional conferences and workshops as assigned, inclusive of arranging suitable dates, times, venues, travel, catering, and reconciliation of expenses against approved budgets.
• Capture key takeaways from events and follow up on action items.

Analysis support for the region 

• Collating related information from seminars, conferences, and workshops, desk research, and creating data for Regional SMT decision-making.
• Creating data dashboards as directed by the Regional Vice Presidents and Deputy Regional Directors.

Communications 

• Provide high-level communication support to the Regional Vice Presidents and Deputy Regional Directors for both regions- inclusive of managing the calendar, management of meetings/ appointments providing support in email management, managing travel, and tracking key initiatives.
• Maintain and update the region’s external contact list as well as the internal regional mailing lists.
• Under the direction of the Regional Vice Presidents and or the Deputy Regional Directors, produce polished written communication in English & French.
• Support in the preparation of internal communication as requested by Regional Vice Presidents, Deputy Regional Directors, and Regional Management Teams.
• Handle daily incoming calls, inquiries, and emails and process them accordingly.

Key Working Relationships: 

• Position Reports to  East & Central AFRICA Regional Vice Presidents (Management in Partnership)
• Position directly supervises:  N/A
• Other Internal and/or external contacts: 

Internal:

• East & Central AFRICA Deputy Regional Directors      
• East & Central AFRICA Regional Leads 
• Country Programs Teams: Country Directors and Senior Management Teams
• Global Real Estate and Workplace solutions (GREWS) team at I-HUB
• Frequent contact with HQ & Global Staff

External:    

• INGO Counterparts, Legal Counsel, Governmental & official entities.

Job Requirements:

• Education: Bachelor’s degree in business administration or any related field. 
• Work Experience: 4 to 5 years of experience in a similar role, preferably working in INGO environment. 

Demonstrated Skills and Competencies: 

• To be effective Regional Executive support managers should possess proactive qualities and demonstrate foresight in their work.
• Strong communication and interpersonal skills: demonstrated ability to work effectively across and within a large, complex non-profit organization, both laterally and vertically, and diplomatically communicate with a variety of people in a multicultural environment.  
• Excellent organizational skills: the ability to work independently in a fast-paced, detail-oriented environment and efficiently organize the workflow of a fast-paced team;  
• Proven attention to detail: the ability to track and process multiple details simultaneously and accurately; 
• Strong visual skills: the ability to assist with the preparation of charts and graphs in Excel and PowerPoint; 
• Flexible work attitude: the ability to work productively in a team environment and independently; 
• Trustworthy with an ability to maintain confidential information; 
• Solid writing and editing skills: the ability to draft and edit professional documents and correspondence in English and French, and Swahili as an added benefit
• Strong computer skills: ability to work effectively and accurately with MS Outlook, Word, Excel, PowerPoint, and to adapt to new applications.