Conducts a broad range of responsibilities encompassing the core functions of the role, ensuring alignment with organizational objectives and operational standards. Executes key tasks with precision and efficiency, demonstrating expertise in core competencies relevant to the position. Collaborates effectively with cross-functional teams to drive project success and foster a culture of accountability and continuous improvement. Maintains meticulous attention to detail in all deliverables, adhering to established policies, procedures, and quality benchmarks.
The incumbent collaborates with the Administration and Finance team or fulfills receptionist duties within the Office. Ensuring the highest level of confidentiality, the jobholder will undertake the following key responsibilities, among other assigned tasks:
Responsible for logging and tracking all incoming correspondence and communications from team members, ensuring prompt responses are dispatched. Maintains a detailed record of all outgoing mail and documentation submitted to the EU Delegation for signature and/or informational purposes.
Drafts routine and official communications. Reviews and amends written documents prepared by colleagues, ensuring proper formatting and accurate spelling. Produces copies and assembles documents as directed.
Develops and administers filing and reference systems in accordance with established procedures and regulatory standards.
Facilitates clear, timely, and professional communication both within the organization and with external stakeholders.
Assists in coordinating and arranging meeting schedules to ensure optimal timing and availability for all participants.
Responsible for managing inventory levels, allocating office supplies, and accurately updating stock records as needed.
The office receives all visitors, provides them with identification cards, and ensures they are guided to the appropriate staff member or meeting room.
Manages and operates the central switchboard, addressing incoming calls and directing requests for information to the appropriate departments or personnel.
Handles all incoming and outgoing office communications via ARES, email, postal mail, diplomatic pouch, expedited airmail, and telephone correspondence.
Regularly reviews and refreshes the office staff contact list, ensuring its accuracy, and distributes the updated version to all employees.
The individual is responsible for monitoring the staff planning table, which includes tracking annual leave, sickness, unjustified absences, and training. Additionally, they compile and submit monthly reports based on this data.
Handle protocol-related matters (such as visa applications, travel permits, residency permits, vehicle registrations, and related tasks) in the protocol officer’s absence.
Required Qualifications include a bachelor’s degree in a relevant field, such as engineering, computer science, or business administration, along with a minimum of three years of professional experience in a related capacity. Candidates must demonstrate proficiency in project management methodologies, strong analytical and problem-solving skills, and the ability to work effectively in a team-oriented environment. Excellent communication skills, both written and verbal, are essential, along with a track record of delivering results under tight deadlines. Prior experience in a leadership or supervisory role is strongly preferred, as is familiarity with industry-specific tools and software. Additionally, candidates should possess a keen attention to detail and the capacity to adapt to evolving priorities and challenges.
A Diploma in Secretarial and/or Administration studies or equivalent is required.
Knowledge and experience in the relevant field, along with proficiency in industry-specific tools and methodologies, are essential. Candidates should possess a minimum of [X] years of hands-on experience, with a proven track record of [specific achievements or skills]. Strong analytical skills and the ability to solve complex problems efficiently are required. Familiarity with [specific software, systems, or frameworks] is preferred, and experience in [specific industry or domain] is highly desirable. A solid understanding of [key concepts or principles] is necessary to excel in this role. Additionally, excellent communication and teamwork abilities are crucial for collaborating effectively with cross-functional teams.
A minimum of three years of hands-on experience in a comparable professional role is required.
Proficiency in working within an NGO, donor organization, or national/international body constitutes a beneficial qualification.
Demonstrated expertise in managing and adhering to established protocols and procedures.
Effective communication skills, along with strong drafting abilities, are essential for this role.
Proven ability to thrive in diverse, multicultural settings, fostering an inclusive and collaborative atmosphere.
Proficiency in utilizing computers and standard office software suites, such as Microsoft Word and Excel, is required.
Languages:
Fluency in both written and spoken English is essential.
Proficient in Swahili, with mastery of both written and verbal communication.
Proficiency in French constitutes a valuable additional qualification for this role.
Required Skills and Qualifications: Candidates must demonstrate proficiency in strategic planning, data analysis, and cross-functional collaboration to drive organizational objectives. Strong communication skills are essential for articulating ideas clearly and influencing stakeholders at all levels. A minimum of five years of relevant experience in a leadership or managerial role is mandatory, along with a proven track record of achieving measurable results. Familiarity with industry-specific software and adherence to compliance standards are also prerequisites. The ability to adapt to evolving business needs, solve complex problems efficiently, and mentor teams is crucial for success in this position.
Demonstrates strong interpersonal abilities by collaborating efficiently with colleagues and teams to accomplish shared objectives. Fosters and sustains productive relationships with teammates and external partners.
Demonstrating a strong dedication to excellence, the role demands the capacity and resolve to structure and execute responsibilities with precision, ensuring dependable outcomes and maintaining a steadfast focus on quality assurance.
Proficiency in the operational framework of the humanitarian sector and DG ECHO’s methodologies is essential, including the capacity to advance its mandate, strategic objectives, and field operations while upholding policy adherence—particularly ensuring the accurate utilization of Key Results Indicators (Kris) and maintaining DG ECHO’s public visibility. A critical responsibility involves guaranteeing the strict implementation of DG ECHO’s established guidelines and procedural standards in all decision-making processes.
Exemplifies outstanding conduct and professionalism by consistently aligning actions with DG ECHO and humanitarian principles, embodying the essential attitudes and behaviors expected of Field Network personnel.
Qualifications
Diploma
Experience Required
3 years
