Duties & Responsibilities:
The role involves performing a variety of tasks to ensure seamless operations and effective project execution. Primary responsibilities include managing daily workflows, coordinating with cross-functional teams, and monitoring progress to meet established deadlines. Additionally, the position requires conducting thorough research, analyzing data to derive actionable insights, and preparing detailed reports for stakeholders. Strong organizational skills are essential to prioritize tasks efficiently, while excellent communication abilities are necessary to liaise with clients and internal teams. Proficiency in relevant software tools and a commitment to maintaining high accuracy are also required to uphold quality standards. The individual will be expected to troubleshoot issues proactively and contribute to continuous improvement initiatives within the team.
The incumbent provides administrative and operational support to the Administration and Finance team and/or performs receptionist duties within the Office. The position requires unwavering commitment to confidentiality and encompasses the following key responsibilities, among others:
Manages and logs all incoming communications and correspondence from team members. Verifies that responses are dispatched promptly. Maintains a comprehensive record of all outgoing mail as well as documents submitted to the EU Delegation for signature and/or review.
Drafts routine and administrative correspondence while ensuring adherence to established formats and standards. Reviews and edits written materials prepared by colleagues, focusing on spelling, grammar, and overall presentation. Produces photocopies and organizes documents as directed by supervisors, maintaining accuracy and efficiency in all tasks.
Develops and upholds organized filing and reference systems that comply with the established criteria for different procedures.
Facilitates seamless and productive communication both within the organization and with external stakeholders.
Assists in coordinating and organizing meetings, ensuring all necessary arrangements are made and participants are notified in a timely manner.
Maintains stock levels, oversees the distribution of stationery supplies, and updates stock cards as necessary.
The incumbent is responsible for overseeing all visitors entering the office premises, providing them with identification cards, and guiding them to the appropriate staff members or designated meeting rooms based on their needs.
The central switchboard is managed and operated with responsibility for answering incoming telephone calls and efficiently routing requests for information to the appropriate departments or personnel.
Handles all incoming and outgoing office communications, including those transmitted via ARES, email, postal mail, diplomatic pouch, express airmail, and telephone, ensuring accurate registration and efficient dispatch.
Responsibilities include maintaining and updating the office staff contact list on an ongoing basis, ensuring it is distributed to all employees promptly.
Tracks staff planning data, including annual leave, sickness, unjustified absences, and training schedules, and generates monthly reports accordingly.
Monitor and address protocol-related matters (such as visa applications, travel authorizations, residency permits, vehicle registrations, and other administrative tasks) when the designated protocol officer is unavailable.
Required Qualifications:
A minimum of 3 years of experience in a similar role, a bachelor’s degree in a relevant field, and proficiency with industry-standard software tools. Candidates must demonstrate strong analytical skills, exceptional organizational abilities, and the capacity to manage multiple priorities under tight deadlines. Excellent communication and teamwork capabilities are essential, along with a commitment to continuous learning and professional development. Familiarity with project management methodologies and prior leadership experience are highly advantageous.
Minimum qualification required is a Diploma in Secretarial Studies and/or Administration.
Seeking candidates with a solid background and hands-on expertise in the relevant field. Familiarity with industry practices, tools, and methodologies is essential. Applicants should possess proven experience in similar roles, ensuring they can effectively contribute from day one. A minimum of [X] years of professional experience is required, along with a demonstrated ability to adapt to evolving challenges and technologies.
A minimum of three years of relevant professional experience in a comparable role is required.
Relevant background in an NGO, donor agency, or national/international organization is highly beneficial.
Demonstrated expertise in managing protocol-related issues with precision and professionalism.
Strong written and verbal communication abilities, coupled with exceptional drafting capabilities, are essential for this role.
Proven capability to thrive in diverse cultural settings and collaborate effectively across various backgrounds, fostering an inclusive and respectful workplace environment.
Proficiency in utilizing computer systems and office software suites, including but not limited to Microsoft Word, Excel, and other relevant applications, is required.
Languages:
Fluent proficiency in both written and spoken English is essential.
A strong proficiency in Swahili is required.
Proficiency in French is considered advantageous.
Required Competencies:
Must cultivate productive working relationships by fostering clear communication, collaboration, and mutual support among colleagues and team members to accomplish shared objectives. Additionally, responsible for establishing and sustaining strong, professional connections with colleagues and external partners.
Demonstrating a strong drive for excellence, the ideal candidate will consistently deliver high-quality outcomes by meticulously organizing and executing responsibilities with precision. This role demands unwavering dedication to maintaining superior standards, ensuring reliable results, and upholding rigorous quality control measures throughout all tasks.
Proficiency in DG ECHO’s humanitarian approach and operational framework is essential, enabling the ability to uphold the organization’s mandate, strategies, and activities while ensuring strict adherence to policy requirements—particularly the accurate implementation of Key Results Indicators (Kris) and the maintenance of DG ECHO’s public visibility. Strong capability to consistently apply DG ECHO’s established guidelines and procedures across all decision-making processes is also required.
Exemplifies outstanding professional conduct and values, consistently aligning actions with DG ECHO and humanitarian principles, while embodying the essential attitudes and behaviors expected within the Field Network.
Qualifications
Diploma
Experience Required
3 years
