Special Assistant To Director at Interpeace NGO

Position Overview

The Special Assistant to the Regional Director & Programme Support Officer for Eastern and Central Africa is a member of Interpeace’s Regional Office for Eastern and Central Africa (ECA). The ECA Special Assistant to the Regional Director & Programme Support Officer is recruited to provide management and operational as well as programmatic support to Interpeace’s Regional Office in Nairobi and the programmes in Rwanda, Burundi, the Great Lakes Region, Somalia and Kenya.

He / she will conduct coordination tasks in support of the Regional Director’s leadership of the office and assist colleagues in the region in the implementation of peacebuilding work within and across programmes. The ECA Special Assistant to the Regional Director & Programme Support Officer will operate under the guidance and direct supervision of the Regional Director and collaborate closely with key members in the regional office, especially the ECA Programme Coordinators and Officers, the Finance and Administration Manager as well as the Design, Monitoring and Evaluation Officer and the Communication Officer.

Duties and Responsibilities for the Special Assistant Job

Management and Operational Support

• Support the Regional Director in his / her daily administrative, managerial and travel related matters;
• Manage the Regional Director’s agenda, incl. coordination of appointments with office teams, partners, other Interpeace units and external stakeholders;
• Assist in the preparation and follow-up of meetings and events of the Regional Director and other key staff in the office, incl. setting up of follow-up processes, monitoring implementation and regular communication of progress;
• Upon request of the Regional Director, take the lead in or support specific team or office-wide administrative, logistical and management processes;
• Serve as focal point to collect information from office colleagues at the request of Headquarters or other regional offices;
• In close collaboration with finance and administration staff, ensure that key financial and administrative information is captured and accessible to all relevant staff members;
• Provide the Regional Director with background information on programme and context issues, as required;
• Coordinate recruitment and induction processes for the office in collaboration with the administrative unit and the guidance of the Regional Director and respective teams;
• Perform other duties or assignments as requested by the Regional Director or other key office staff.
  Programmatic Support
• Provide operational support for field activities by Interpeace and its partners in Rwanda, Burundi, the Great Lakes Region, Somalia and Kenya, such as background research, communication and organizational assistance;
• Play a key role in the logistical and operational planning, preparation and conduct of major programmatic events, as requested and advised by programme teams;
• Support the collection, compilation, translation, design and dissemination of contractual and strategic reporting;
• Review written products of the programmes and provide inputs and quality control as advised by the programme teams;
• Assist programme teams in the development of new programmes (phases); including contributions to the programme document and concept note development process as well as budgeting, if requested;
• Support the ECA Design, Monitoring and Evaluation Officer with background research, reporting processes, M&E tools and data entry tasks;
• Prepare infographics and programme update notes in close collaboration with the ECA Communications Officer and as per the guidance of the programme teams;
• Remain abreast of the political, economic and social context in the region through coordinated updates with the programme and field teams;
• Perform other duties or assignments as requested by the Regional Director or other key office staff.

Qualifications for the Special Assistant Job

• Master’s degree in peace-related studies, social or political science or other relevant fields;
• At least three years of field experience in peacebuilding, political and / or development work;
• Demonstrated professional experience in management, operational and programme processes in the development field;
• Knowledge of and experience in Eastern and Central Africa;
• Excellent coordination and organisational competencies; outstandingly diligent and reliable personality;
• Strong writing and communications skills in English, sound knowledge of French is a strong advantage;
• Advanced computer skills in MS Office applications and preferably design applications, especially Adobe Creative Cloud;
• Be a team player while also being able to work independently and meet deadlines under pressure;
• Ability to work in a multi-cultural ethnic environment with sensitivity and respect for diversity;
• Balanced and calm personality with tact and the ability to work with a variety of stakeholders;
• Strong commitment to supporting local peacebuilding initiatives and to the values and working principles of Interpeace