Executive Support Specialist (Re-Advertisement) At Danish Refugee Council


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Executive Support Specialist (Re-Advertisement)

Job type: Job

Job category: Program/Project Management

Hiring Organization: Danish Refugee Council

Education level: Not specified

Experience: 5-9 years

Deadline: March 22, 2024

Location: Nairobi, Kenya

About DRC: The Danish Refugee Council (DRC) is Denmark’s largest and the world’s leading non-profit, independent, rights-based refugee organization. DRC East Africa & Great Lakes (EAGL) operates in various countries to prevent displacement, support communities on the move, and help people achieve durable solutions.

Overall purpose of the role: Reporting directly to the Regional Advocacy and Communications Manager, the Executive Support Specialist provides high-level support to the Executive Director, Senior Management Team, and Senior Leadership Team.

Responsibilities:

Administrative Support to Executive Director:

  • Manage the Executive Director’s calendar and prioritize appointments.
  • Prepare briefing materials, agendas, talking points, and minutes for executive meetings.
  • Support Country Offices ahead of the Executive Director’s visits.
  • Attend to urgent inquiries and issues.
  • Maintain an effective and confidential filing system for the Executive Director.
  • Develop & maintain the Executive Director’s contact database.
  • Coordinate complex domestic and international travel arrangements.

Coordination of Regional Office Events / Meetings/ Visits:

  • Organize regional meetings and events involving the Executive Director.
  • Schedule timings and venues, communicate arrangements to participants, and coordinate logistics.
  • Develop and maintain a regional annual events calendar.
  • Coordinate high-level field visits and accompany visitors as necessary.

Senior Management Team Operation Support:

  • Maintain key EAGL Regional office information.
  • Support SMT meetings through agenda setting and detailed note-taking.
  • Provide specialized project management support to specific programs.
  • Maintain an efficient filing system for the Senior Management Team and Senior Leadership Team.
  • Assist with the collection and analysis of data.
  • Contribute to coordinating specific projects or strategic initiatives.

About you:

  • At least five (5) years of experience in administration, program or project administration, or equivalent role in an INGO.
  • Experience working with senior executives and synthesizing complex topics into actionable analysis.
  • Strong organizational skills and ability to prioritize tasks.
  • Excellent communication skills, both verbal and written.
  • Detail-oriented mindset with a focus on quality and accuracy.
  • Ability to work independently and collaboratively within a team environment.
  • High level of integrity and ability to maintain confidentiality.

Conditions:

  • Contract: Until end of December 2024 subject to funding and performance.
  • Availability: 15th April 2024
  • Duty station: Nairobi Regional Office
  • Reporting Line: Regional Advocacy and Communications Manager

How to Apply: All applicants must upload a cover letter and an updated CV (no longer than four pages) in English through the online application form on the DRC website under Vacancies. Early applications are highly encouraged as applications will be reviewed on a rolling basis. Please submit your application and CV in English no later than March 22nd, 2024.


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