Oxfam NGO Executive Coordinator to the Executive Director Kenya Jobs
Oxfam NGO Executive Coordinator to the Executive Director Kenya Jobs
Team PurposeThe Executive Office team comprises the Executive Director; the Executive Assistant to the Executive Director, and the Executive Co-ordinator to the Executive Director.
The purpose of this team is to ensure the smooth running of the Executive Directors office to enable her to carry out
her responsibilities and commitments.
Key Responsibilities and Accountabilities
The Executive Co-ordinator’s role provides administration support to the Executive Director by preparing all travel related administration, to include booking travel, accommodation, organising visas, ground transport and a detailed itinerary. The EC also prepares all the ED’s expense claims
and credit card reconciliations.
Making itineraries of the OIED’S agenda when travelling, involving arranging all travel
logistics, flights, accommodation, visas and associated items for the Executive director.
This is a prime responsibility of the role since the Executive Director travels extensively. It requires meticulous attention to detail, timely delivery, advanced administrative systems and a robust pending system to manage the constant work load.
Access to the OIED’s diary in order to ensure logistical plans are set up well in advance. Adding items to the OIED’s diary when required by the Executive Assistant.
Providing personal support to the Executive Director on a regular basis
Ensuring the OIED has access to all relevant documents for management and board
meetings
Processing the Executive Director’s expenses. Creating invoices for external organisations and processing payment authorisations and confederations expenses submitted for the Executive Director’s sign-off
When required by the Executive Assistant, undertaking a range of tasks including;
formatting letters for OIED and responding to e-mails and enquiries
Covering the duties of the Executive Assistant when she is away, this involves,
maintenance of the Executive Director’s diary, responding to internal and external requests,
proactively scheduling appointments
Taking appropriate measures to ensure travel and logistics are kept to a cost and
appropriateness which is consistent with Oxfam’s external image
Keeping apprised of and navigating sensitive, high-level, geo-political and confederationwide situations with tact and diplomacy
Drafting the EO contribution to the Secretariat newsletter
Keeping secure and confidential files on behalf of the OIED and OI Chair, including
personal information and high-level correspondence
When required, filming and editing video interviews given by OIED to camera
Dealing with calls from external stakeholders to Oxfam as part of the OI phone pool
Member of the OIED Support Team
Member of the Business Support Team
Key Working Relationships
Executive Office team.
OI Secretariat staff.
Affiliate directorates assistants
Business Support Team
OIED Support Team.
External organizations.
Technical Skills, Experience & Knowledge
Administrative
Excellent organizational and administrative skills, including an ability to effectively prioritize tasks where judgement is key.
Ability to take the initiative and organize work pro-actively.
Ability to work in a changing environment involving high pressure at times.
Able to work effectively as part of a team.
Good analytical and problem solving skills.
Good time management skills.
Numeracy skills.
Attention to detail.
Experience in coordinating small projects.
Ability to manage a combination of time pressure, and a depth of preparation and complexity around scheduling (particularly regarding travel).
Able to work in a structured manner towards agreed deadlines.
Computer literate: highly proficient in the use of word processing software (MS Word),
presentation software (MS PowerPoint), spreadsheet software (MS Excel), database software (MS Access), email and internet.
Communication
Ability to liaise with a wide range of people at a variety of levels, both
internally and externally and with credibility, tact and diplomacy, and build strong working
relationships.
Excellent written, verbal, interpersonal and negotiation skills with an ability to adapt style of communication to suit the relevant audience (e.g. sensitivity to certain cultures; drafting high level communications).
Fluent spoken and written English.
Job title and version/date
Desirable
Knowledge of French and/or Spanish
Key Behavioral Competencies (based on Oxfam’s Leadership Model)
Decisiveness
We are comfortable to make transparent decisions and to adapt decision making modes to the context and needs.
Humility
We put ‘we’ before ‘me’ and place an emphasis on the power of the collective, nurture the team and play to the strengths of each individual. We are not concerned with hierarchical power, and we engage with, trust and value the knowledge and expertise of others across all levels of the organization.
Relationship Building
We understand the importance of building relationship, within and outside the organization. We have the ability to engage with traditional and non-traditional stakeholders in ways that lead to increased impact for the organisation.
Listening
We are good listeners who can see where deeper levels of thoughts and tacit assumptions differ.
Our messages to others are clear, and consider different preferences.
Mutual Accountability
We can explain our decisions and how we have taken them based on our organizational values.
We are ready to be held to account for what we do and how we behave, as we are also holding
others to account in a consistent manner.
Agility,Complexity, and Ambiguity
We scan the environment, anticipate changes, are comfortable with lack of clarity and deal with a large number of elements interacting in diverse and unpredictable ways.
Systems Thinking
We view problems as parts of an overall system and in their relation to the whole system, rather than reacting to a specific part, outcome or event in isolation.
We focus on cyclical rather than linear
cause and effect. By consistently practicing systems thinking we are aware of and manage well unintended consequences of organisational decisions and actions.
Strategic Thinking and Judgment
We use judgment, weighing risk against the imperative to act.
We make decisions consistent with
organizational strategies and values.
Self Awareness
We are able to develop a high degree of self-awareness around our own strengths and weaknesses and our impact on others.
Our self-awareness enables us to moderate and self-regulate our behaviors to control and channel our impulses for good purposes.
Enabling
We all work to effectively empower and enable others to deliver the organizations goals through creating conditions of success. We passionately invest in others by developing their careers, not only their skills for the job. We provide freedom; demonstrate belief and trust provide appropriate
support.
We give more freedom and demonstrate belief and trust, underpinned with appropriate
support.
How to apply
Interested candidates should apply online by 9th November,2018
For more information and job application details, see; Oxfam NGO Executive Coordinator to the Executive Director Kenya Jobs
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