The position involves overseeing a range of critical tasks and responsibilities to ensure operational excellence and team productivity. Key duties include managing daily workflows, delegating assignments, and monitoring progress to meet established deadlines. Responsibilities encompass coordinating cross-functional collaboration, resolving operational challenges, and maintaining adherence to company policies and industry regulations. Additionally, the role requires conducting performance evaluations, providing constructive feedback, and fostering a culture of continuous improvement. Strong organizational skills, leadership abilities, and attention to detail are essential to thrive in this position.
The incumbent collaborates closely with the Administration and Finance team or fulfills receptionist duties within the Office. Maintaining the highest standards of confidentiality is essential, and the position entails, but is not limited to, the following responsibilities:
Handles and logs incoming correspondence and communications from team members, ensuring prompt responses are dispatched. Maintains a comprehensive record of all outgoing mail and documents provided to the EU Delegation for signature and/or reference.
Drafts routine and administrative correspondence with precision. Reviews written materials prepared by colleagues to ensure proper formatting and correct spelling. Produces copies of documents as required and organizes them accordingly.
Develops and sustains organized filing and reference systems that comply with established procedures and regulatory standards.
Facilitates seamless and productive communication both internally within the organization and externally with stakeholders, partners, and clients to support operational excellence and relationship management.
Assists with coordinating and organizing meeting schedules.
Maintains accurate inventory levels, distributes office stationery supplies, and updates stock records as needed.
The incumbent is responsible for overseeing all office visitors, issuing identification cards, and guiding them to the appropriate staff members or meeting rooms as needed.
Manages and operates the central switchboard, handling incoming calls, and efficiently routing requests for information as needed.
Handles all incoming and outgoing office correspondence through ARES, email, postal mail, diplomatic pouch, expedited airmail, and telephone communications.
The office contact list is consistently updated and distributed to all employees on a regular schedule.
The incumbent is responsible for monitoring the staff planning table, which includes tracking annual leave, sickness absences, unjustified absences, and training schedules. Additionally, they compile and generate monthly reports based on this data to ensure comprehensive oversight and accurate record-keeping.
Ensure the handling of protocol-related matters such as visa applications, travel documentation, residency permits, vehicle registrations, and other related administrative tasks remains uninterrupted in the protocol officer’s absence.
Required Qualifications include a Bachelor’s degree in a relevant field such as Computer Science, Engineering, or Information Technology, along with a minimum of three years of professional experience in software development or a closely related discipline. Proficiency in programming languages like Python, Java, or C++ is essential, alongside experience with frameworks and tools such as React, Django, or Node.js. Strong problem-solving abilities, excellent communication skills, and a collaborative mindset are also required. Familiarity with agile methodologies and version control systems like Git is preferable. Additionally, candidates must demonstrate a commitment to continuous learning and professional growth.
A Diploma in Secretarial Studies and/or Administration is required for this position.
Knowledge and experience:
A minimum of three years of hands-on experience in a comparable professional capacity is required.
Relevant experience with a non-governmental organization, a donor entity, or a national or international institution will be considered an asset.
Proven expertise in managing protocol-related affairs with a high degree of professionalism and discretion.
Strong verbal and written communication abilities are essential.
Proven capability to thrive within diverse, multicultural teams, fostering inclusive collaboration and mutual respect.
Proficiency in utilizing computers and office software applications such as Microsoft Word, Excel, and related programs is required.
Languages:
Fluency in both written and spoken English is essential.
An advanced proficiency in Swahili is required.
Proficiency in French is considered advantageous.
Required Qualifications: A bachelor’s degree in a relevant field, such as engineering, computer science, or business administration, is essential, along with a minimum of five years of hands-on experience in a similar role. Proficiency in industry-standard software and tools is mandatory, and strong analytical and problem-solving skills are critical. Candidates must demonstrate excellent communication abilities to collaborate effectively within cross-functional teams and convey complex ideas clearly. The ability to manage multiple priorities under tight deadlines while maintaining high attention to detail is also required. Familiarity with regulatory standards and compliance protocols is a valued asset.
Demonstrates strong interpersonal skills by fostering clear, supportive communication and collaboration with colleagues and teams to achieve shared objectives. Cultivates and sustains productive professional relationships with team members and external partners to enhance overall effectiveness.
Demonstrates a strong capacity and dedication to structuring and executing responsibilities with precision, ensuring high-caliber outcomes and maintaining rigorous quality standards through consistent performance and proactive assurance measures.
A strong grasp of DG ECHO’s operational framework and humanitarian principles is essential, enabling you to contribute effectively to the organization’s mission, strategic objectives, and implementation while ensuring strict adherence to policies. This includes maintaining compliance with Key Results Indicators (Kris) and upholding DG ECHO’s visibility standards. You will also be responsible for consistently applying DG ECHO’s guidelines and procedures to inform all decision-making processes.
Exemplifies outstanding professional conduct by consistently aligning actions with DG ECHO and humanitarian principles, while embodying the essential and exemplary attitudes demanded of the Field Network.
Qualifications
Diploma
Experience Required
3 years
