Executive Support Associate- Nairobi, Kenya

Vacancy Advertisements- Executive Support Associate- Nairobi, Kenya

Together for Inclusion (TOFI) is a non-profit Organization headquartered in Edmonton, Canada, with country offices in Kenya, Somalia and Ethiopia. Tofi implements a large range of projects together with donors and key national stakeholders to assist countries and communities to successfully emerge from conflict. Escaping conflict requires a broad mix of activities targeting GBV Survivors, Caffac Children, women & girls at risk, peace-building, and community recovery efforts. As a result, TOFI believes there are multiple ways to support communities and institutions in transitioning away from co-conflict.

Overall purpose of the role:

Executive Support Associate Organizational Setting and Work Relationships The position of Executive Support Associate is located within Office of the Country Representation/ Area Programme Manager. The role of this position is to provide administrative and secretarial support services to the Country Representative or immediate Supervisor, in order to ensure the smooth running of the Office and its flow and management of administrative and routinely information. This would involve direct contact with other staff members and contacts with the teams of high-ranking officials, both within and outside TOFI. The incumbent prioritizes tasks and organises work independently based on direction from the Supervisor and has access to highly sensitive and confidential information. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and TOFI s core values of professionalism, integrity and respect for diversity.

Responsibilities: (group around key responsibility areas with bullet points under each responsibility area)

Specific responsibilities/Duties

• Arrange appointments and maintain Supervisors calendar, ensure attendance and well set up of meeting rooms, and screen telephone calls.
• Arrange meetings with high-ranking officials and official receptions given by the Supervisor.
• Ensure that high-level visitors are appropriately informed, that they receive background information as necessary, and that the necessary protocols are respected.
• Manage the flow of information to/from the Supervisor and other senior staff; identify priority matters that need to be urgently addressed or signed by the Supervisor.
• Follow up to ensure that appropriate administrative action is being taken by senior managers on tasks determined by the Supervisor.
• Prepare briefing materials for Supervisor for official trips or special meetings including agenda, travel details and background documents prepared by the Executive Assistant.
• Prepare informal translations if required.
• Receive screen, log and route correspondence, attach necessary background information and maintain follow-up system.
• Draft non-substantive correspondence and ensure follow-up.
• Type correspondence, documents and reports, etc., some of which are highly confidential. – Select and make pertinent abstracts and undertake searches for information.
• Maintain a file management system according to TOFI policies, including general and confidential files.
• Keep lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps.
• Ensure administrative procedures (travel, hospitality expenses, etc.) will be timely concluded.
• Perform other related duties as required.

Essential traits

• Honesty: Shows a high level of integrity and will not fabricate responses or misrepresent the project.
• Communication: Confidently expresses self, able to clearly ask questions and help the respondent understand what is needed from her/him.
• Relationship Builder: Able to build trust with people at the target location and maintain confidentiality.
• Cultural Awareness: Must be aware of and sensitive to the cultural expectations of communities in the area.
• Accuracy: Must be able to interpret and record responses appropriately without distorting the respondent’s meaning or confusing the analysis.
• Endurance: Must be able to work for a full day working hours in the field across the number of days stipulated.

Languages:

• Fluency in written and spoken English

Conditions

Availability: 1ST Dec 2024

Duty station: Nairobi, Kenya

Reporting to: Country Representative

Duration: 1 Year with possibility of extension based on performance and funding

Contract: This position is graded as-Non-Management for qualified national staff and the terms of employment will be in accordance with TOFI terms for national staff.

The position is open to Kenyan Nationals ONLY

Gender Equality: TOFI is committed to achieving gender parity in staffing at all levels. In light of this, women candidates are strongly encouraged to apply to bridge the gender gap.

Equal Opportunities: TOFI is an equal opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, colour, race, marital status or other protected characteristics.

Commitments

TOFI has a Humanitarian Accountability Framework, outlining its global accountability commitments. All staff are required to contribute to the achievement of this framework). All TOFI staff must be committed to the Red Cross Code of Conduct, as well as the Core Humanitarian Standards

Skill and Qualifications

Executive Support Associate should have:

• Business Administration – Other, Human Resources – Other, Office Management – Other, Secretarial – Other Work Experience
• Highly organized individual, punctual, capable of handling multiple priorities, meeting deadlines, and managing time effectively
• Ability to work independently as well as an effective team player
• Outstanding communication and interpersonal skills
• Excellent diplomatic and communication skills, an agreeable disposition and ability to adapt to change and to work independently when required.
• Ability to draft correspondence, background notes and talking points in English is a must.
• Experience in administration, travel arrangements and organizing events are and added advantage for this position.