KE-Administrative Officer (National)

Position Title: Administrative Officer

Reports To: Regional Representative

Supervises: N/A

Division: CWS Africa

Team: Regional

Job Location: Nairobi, Kenya

Grade Level: Job Grade 5, National

Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement, and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

Primary Purpose

The Administrative Officer will be responsible for providing high-level administrative support to the Church World Service Regional Representative and RSC Africa Director. The incumbent will model the organizational values of CWS and will support colleagues to understand and live these values.

Key Relationships

Internal to CWS
• Regional Representative
• RSC Africa Director
• Regional Office Line Managers/Supervisors
• Regional Office Colleagues
• CWS Headquarter staff

External
• Partners, Service providers, and other organizations.

Working Environment
• Office work environment. Periodic travel to the field as may be required.

Responsibilities

Executive Support - (90%)
• Co-ordinates Regional Representative’s (RR)/ RSC Director office activities and operations to secure efficiency and compliance with CWS RSC Africa policies and procedures.
• Manages RR’s/ RSC Director calendar, formats information for internal and external communication – memos, emails, presentations, reports, etc.
• Manages the RR’s / RSC Director inbox, including organizing and prioritizing incoming correspondence, summarizing key emails, drafting responses for review, and ensuring the inbox remains current and up to date.
• Organizes and prioritizes large volumes of information and calls and drafts written responses or replies by phone or e-mail when necessary; provides responses to regularly occurring requests for information
• Ensures RR/ RSC Director and other travel is well-coordinated, ensuring very clear schedules and well-articulated itineraries.
• Tracks RR deliverables and provide concise summaries to support timely decision-making and follow-through
• Maintains shared calendars and ensures action item holders are responsive to key deadlines/milestones
• Anticipates needs and is highly responsive to direct and anticipated requests, providing fast, accurate, and thoughtful replies to requests and following up on action items on behalf of the RR.
• Provides the RR with administrative and logistical support such as logistics for events, meetings, and travel as needed.
• Supports RR to complete reports ensuring that they are accurate and submitted on time.

Additional Responsibilities (10%)
• Performs other duties which are assigned and developed to improve the operations of CWS Africa.

Experience

Qualifications
• Minimum of 4 years of work experience supporting senior leadership preferably in a non-profit environment
• Direct experience in managing sensitive and confidential matters with a high level of professionalism
• Previous experience working with an International NGO is an added advantage.

Skills
• Strong analytical skills and excellent report-generation skills with the ability to understand process.
• Strong independent thinking skills with ability to work independently and follow through on assignments with minimum supervision
• Strong organizational skills with demonstrated experience working on multiple projects simultaneously
• Strong interpersonal skills with the ability to build relationship within the organization and externally
• Excellent administrative, and customer service skills
• Excellent written and oral communication skills, including the ability to draft correspondences and other communication with minimum direction
• Professional maturity and strong decision-making skills
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Proficiency in Microsoft Office 365 (Outlook, SharePoint, Word, Excel and Power point) and other work management platforms.

Education & Certifications
• Bachelor’s Degree in a related field required, or four (4) years of paid work experience in lieu of a bachelor's degree required.

Abilities
• Manage large and diverse workload under pressure with competing priorities;
• Ability to act with discretion and maintain confidentiality
• Work with minimal supervision
• Manage large and diverse workload under pressure with competing priorities.
• Maintain the integrity of official records
• Analyze and solve complex problems and make sound decisions;
• Maintain a high-performance standard with attention to detail;
• Work independently and contribute to overall operations of RSC Africa.
• Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).
• Ability to work in a multi-cultural environment required.
• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.

Important Requirements
• Strong English communication skills, both written and oral.
• Ability to work in a multi-cultural environment required.
• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.
• Remain alert and responsive to any child safeguarding and PSEAH (Prevention of Sexual, Exploitation, Abuse and Harassment) risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding PSEAH practices, understand the child safeguarding and PSEAH Policies and procedures, and conduct yourself in a manner consistent with the Child Safeguarding and PSEAH Policies.

Special Requirements
• The candidate should be in good health, willing and able to travel extensively in often difficult conditions and have a high degree of flexibility.
• This position is based in Nairobi, Kenya
• This position requires the use of laptops at all times; competence in Microsoft Office packages is required.
• This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet the demands of a dynamic operational program
• A background check which includes references, and an educational and criminal check is required before the start of employment.
• A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
• Environmental: Incumbents in this position may be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
• The US Embassy rates Kenya as both HIGH in crime and HIGH in terrorism. Incumbents should fully understand the insecurities present within Kenya and the region.
• This position is Full time.
• All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing rulings regarding the prevailing context.