Assists in the execution of operational tasks to ensure seamless business functionality. Collaborates with cross-functional teams to support project initiatives and achieve organizational goals. Participates in strategic planning sessions to align departmental objectives with broader company targets. Maintains accurate documentation and adheres to compliance standards to mitigate risk and ensure regulatory adherence. Identifies process inefficiencies and proposes enhancements to improve productivity and workflow. Communicates effectively with stakeholders at all levels to foster transparency and accountability.
The incumbent collaborates closely with the Administration and Finance team or fulfills receptionist duties within the Office. Adhering to stringent confidentiality standards, the role encompasses the following key responsibilities, among others:
Manages and documents all incoming correspondence and communications from team members, ensuring prompt replies. Maintains a comprehensive record of outgoing mail as well as all documents provided to the EU Delegation for signature and/or review.
Drafts standard and administrative correspondence with precision. Reviews and edits written materials prepared by colleagues to ensure proper format and accuracy in spelling. Produces copies and organizes documents upon request.
Develops and upholds organized filing and reference systems, ensuring compliance with established procedures and applicable criteria.
Facilitates seamless and productive communication both internally and externally, ensuring clarity and consistency in all interactions.
Assists in coordinating meeting schedules to ensure efficient time management and optimal attendance.
Maintains accurate inventory levels, dispenses necessary office supplies, and ensures stock records are kept current.
The incumbent is responsible for overseeing all office visitors, distributing identification cards, and guiding them to the appropriate staff members or meeting rooms as needed.
Operates and oversees the central switchboard, handling incoming telephone calls and efficiently routing requests for information.
Handles all incoming and outgoing office communications through ARES, email, postal mail, diplomatic pouches, express airmail, and telephone.
The office contact list is maintained and updated consistently, ensuring all staff members receive the latest version in a timely manner.
Ensures the staff planning table, which includes annual leave, sickness, unjustified absences, and training, is consistently updated and compiles comprehensive monthly reports based on this data.
Ensure the proper handling of protocol-related matters—such as visa applications, travel authorizations, residency permits, vehicle registrations, and other administrative procedures—in the protocol officer’s temporary absence, maintaining compliance with established regulations and timelines.
Required qualifications include a bachelor’s degree in a relevant field or its equivalent professional experience, along with at least three years of direct experience in a comparable role. Proficiency in industry-standard software and tools, as well as strong project management capabilities, are essential. Excellent communication and collaboration skills are required to effectively interact with cross-functional teams. Additionally, candidates must demonstrate problem-solving abilities and a commitment to continuous learning and professional development.
A minimum qualification of a Diploma in Secretarial Studies and/or Administration is required.
Experience and expertise: A minimum of three years in a relevant field is required, along with specialized knowledge in [specific area, if mentioned]. Proficiency in [specific tools, software, or methodologies] is essential, and familiarity with industry standards and best practices is expected. Candidates should demonstrate a proven track record of success in [key responsibilities or achievements].
Minimum 3 years of relevant professional experience in a comparable role is required.
Previous experience in a non-governmental organization, a funding entity, or a national or international institution is highly beneficial.
Possesses demonstrated expertise in managing protocol-related issues with professionalism and discretion.
Skilled in articulate communication and proficient in drafting documents with precision and clarity, ensuring effective conveyance of ideas.
Proven capability to thrive in diverse, multicultural settings.
Proficient in utilizing computer systems and standard office software suites, including Microsoft Word, Excel, and related applications.
Languages:
Fluent proficiency in both written and spoken English is essential.
Proficient command of Swahili is essential for this role.
Proficiency in the French language is considered advantageous.
Demonstrated proficiency in strategic planning, exceptional leadership capabilities, and robust problem-solving aptitude are essential for this role. Candidates must exhibit strong interpersonal skills to foster effective team collaboration and drive organizational success. Familiarity with industry-specific regulations, advanced proficiency in relevant software tools, and a track record of delivering measurable results are mandatory. Additionally, the ability to adapt to evolving business demands, maintain meticulous attention to detail, and demonstrate a commitment to continuous professional development is highly valued.
To collaborate successfully, one must possess strong interpersonal skills, enabling clear communication, support, and teamwork with colleagues and partners to accomplish shared objectives. Additionally, the role requires cultivating and sustaining high-quality professional relationships with both internal and external stakeholders.
Demonstrates a strong capacity and dedication to structuring and executing responsibilities with precision, ensuring optimal outcomes and maintaining unwavering standards of quality throughout all tasks and projects.
Proficiency in humanitarian principles and DG ECHO’s operational framework is essential, requiring the ability to advance its mandate, strategies, and initiatives while maintaining strict policy adherence—particularly concerning the accurate utilization of Key Results Indicators (Kris) and safeguarding DG ECHO’s public visibility. Additionally, the role demands meticulous adherence to DG ECHO’s established guidelines and procedures in every decision-making process.
Exemplifies outstanding professional conduct and adherence to DG ECHO and humanitarian principles, consistently reflecting the essential attitudes and behaviors expected of Field Network personnel.
Qualifications
Diploma
Experience Required
3 years
