Responsibilities include fulfilling assigned tasks with precision and efficiency while ensuring adherence to established protocols. The role demands meticulous attention to detail, strong organizational skills, and the ability to collaborate effectively within cross-functional teams. Accountability for meeting deadlines, maintaining accurate records, and contributing to process improvements is essential. Additionally, the position requires proactive problem-solving, adaptability to evolving priorities, and a commitment to upholding high standards of quality and compliance in all activities.
The incumbent provides support to the Administration and Finance team or fulfills receptionist duties within the Office. The role requires a commitment to maintaining strict confidentiality and involves the following responsibilities, among others:
Manages and logs all incoming correspondence and communications submitted by team members, ensuring prompt responses are delivered. Maintains a detailed record of all outgoing mail as well as documents distributed for signature and/or reference to the EU Delegation.
Drafts routine and official correspondence for the department. Reviews and edits written documents submitted by colleagues to ensure proper formatting and correct spelling. Produces copies of documents as needed and organizes materials according to specified requirements.
Develops and sustains organized filing and reference systems that adhere to the established criteria and procedures required for compliance and efficiency.
Facilitates seamless and productive communication both internally and externally to support organizational objectives.
Assists with the coordination and organization of meetings to ensure smooth scheduling and optimal attendance.
Maintains accurate inventory levels, allocates office supplies, and ensures stock records are updated accordingly.
Duties include overseeing all office visitors, providing them with identification cards, and guiding them to the appropriate staff members or meeting rooms as needed.
Operates and maintains the central switchboard, handling incoming telephone calls and addressing routing requests for information efficiently.
Handles all incoming and outgoing office communications via ARES, email, postal mail, diplomatic pouch, express airmail, and telephone, ensuring timely registration and dispatch.
The office staff contact list is updated routinely and distributed to all employees to ensure accurate and accessible communication.
Responsible for monitoring and updating the staff planning table, which includes annual leave, sickness, unjustified absences, and training records, and compiles monthly reports based on these details.
Ensure protocol-related matters, such as visa applications, travel authorization, residency permits, vehicle registrations, and other compliance-related tasks, are managed and completed in the event the protocol officer is unavailable.
Prospective candidates must satisfy the following essential prerequisites.
A Diploma in Secretarial Studies and/or Administration is required.
Seeking a candidate with demonstrated proficiency and hands-on experience in the specified field or discipline, backed by a solid academic foundation or relevant professional background. The ideal applicant should possess a minimum of [X years] of practical experience, complemented by a degree or certification in [relevant field], ensuring alignment with the core competencies required for the role. Familiarity with industry-standard tools, methodologies, or systems is expected, as well as the ability to apply theoretical knowledge to real-world challenges. Strong analytical, problem-solving, and communication skills are essential to thrive in this position.
With a minimum of three years of hands-on experience in a comparable role, candidates should demonstrate a proven track record in the field.
Having prior experience within an NGO, donor entity, or national/international organization is highly beneficial.
Demonstrated expertise in managing and overseeing protocol-related affairs is required.
Strong written and verbal communication skills are essential, as is proficiency in drafting documents.
Proven capability to thrive in diverse, multicultural work settings with individuals from various backgrounds.
Proficiency with computer systems and office productivity software, such as Microsoft Word and Excel, is required.
Languages:
Fluent proficiency in both written and spoken English is essential.
A high level of proficiency in Swahili is essential.
Proficiency in French is considered a valuable skill.
Demonstrated expertise in key areas such as strong communication skills, both written and verbal, alongside exceptional analytical and problem-solving abilities. Proficiency in data management and interpretation, with a keen eye for detail and accuracy. Capable of working independently and collaboratively within a team environment to achieve organizational goals. Must possess a high degree of adaptability, enabling effective performance in dynamic and fast-paced settings. Solid organizational skills with the capacity to prioritize tasks efficiently and meet deadlines consistently. Experience in [specific industry or field, if applicable] is advantageous.
Collaborating and maintaining clear, open communication with team members and colleagues is essential to fostering productivity and achieving shared objectives. A key responsibility involves cultivating and sustaining strong, professional relationships with both internal and external partners, ensuring alignment and mutual success in all endeavors.
Demonstrates a strong ability and unwavering dedication to executing responsibilities with precision, ensuring high standards are consistently met through meticulous organization and performance. Committed to delivering measurable results while prioritizing quality assurance throughout all tasks.
Proficiency in DG ECHO’s humanitarian principles and operational frameworks is essential, enabling effective support for its mandate, strategic objectives, and field activities while ensuring strict adherence to policy requirements—particularly the accurate tracking and reporting of Key Results Indicators (Kris) and maintaining DG ECHO’s public visibility. Candidates must demonstrate the capability to consistently apply DG ECHO’s established guidelines and procedural standards in all decision-making processes.
Exemplary conduct and behavior are fundamental, with a strong dedication to aligning actions with DG ECHO and humanitarian principles, while embodying the essential attitudes expected of the Field Network.
Qualifications
Diploma
Experience Required
3 years
