The International Rescue Committee is a global humanitarian aid, relief and development nongovernmental organization.

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Regional Executive Support Manager

Job Type

Full Time

Qualification

BA/BSc/HND

Experience

4 - 5 years

Location

Nairobi

Job Field

Administration / Secretarial

Responsibilities

General Administration for Regional Team 60%

Administration

Provide senior-level office management support to both East Africa Region Regional teams including managing diverse and complex office logistics, calendaring, and archiving.

Organize all inter-departmental meetings inclusive of developing and distributing comprehensive agendas, taking notes, preparing any presentations or related documentation, room booking, etc. and following up on action plans as required.

IT support:

Provide support in IT coordination and troubleshooting, liaising with the IT service desk as necessary for the Regional Vice President, Deputy Regional Directors, and Country Directors.

Take the lead in developing and maintaining East Africa Region’s RescueNet intranet space, including uploading data/ updates.

Communication:

Handle daily incoming calls, inquiries, and emails and process them accordingly.

Financial Support:

In collaboration with Global Real Estate and Workplace Solutions (GREWS) I-HUB finance and procurement team raise Purchase requests.

Tracking Technical Advisor visits to country programs: Maintain a schedule and tracker for advisors to the region.

Maintain Integra-related expense management procedures for East Africa Region teams.

Travel Support

Follow up on travel details, visas, and accommodations, and coordinate schedules for visitors to the region as required.

Follow-up on onboarding needs for new regional team members.

Gracefully and diplomatically represent IRC internally and externally.

Event Planning and Delivery

Develop and manage comprehensive East Africa Regional calendars, including internal and external events.

Contribute to the flawless execution of critical engagements/events in the regions run by IRC, ensuring seamless logistics and stakeholder support. Organize and execute regional conferences and workshops as assigned, inclusive of arranging suitable dates, times, venues, travel, catering, and reconciliation of expenses against approved budgets.

Capture key takeaways from events and follow up on action items.

Analysis support for the region 20%

Collating related information from seminars, conferences, and workshops, desk research, and creating data for Regional SMT decision-making.

Creating data dashboards as directed by the Regional Vice President and Deputy Regional Director.

Communications 20%

Provide high-level communication support to the Regional Vice President and Deputy Regional Director for both regions- inclusive of managing the calendar, management of meetings/ appointments providing support in email management, managing travel, and tracking key initiatives.

Maintain and update the region’s external contact list as well as the internal regional mailing lists.

Under the direction of the Regional Vice Presidents and or the Deputy Regional Directors, produce polished written communication in English & French.

Support in the preparation of internal communication as requested by Regional Vice Presidents, Deputy Regional Directors, and Regional Management Teams.

Key Working Relationships:

Position Reports to

East Africa Regional Vice Presidents

Position directly supervises:

N/A

Other Internal and/or external contacts:

Internal:

East Africa Regional Deputy Regional Director

East Africa Regional Leads

Country Programs Teams: Country Directors and Senior Management Teams

Global Real Estate and Workplace solutions (GREWS) team at I-HUB

Frequent contact with HQ & Global Staff

External:

INGO Counterparts, Legal Counsel, Governmental & official entities.

Job Requirements:

Education:

Bachelor’s degree in business administration or any related field.

Work Experience:

4 to 5 years of experience in a similar role, preferably working in INGO environment.

• Provide senior-level office management support to both East Africa Region Regional teams including managing diverse and complex office logistics, calendaring, and archiving.
• Organize all inter-departmental meetings inclusive of developing and distributing comprehensive agendas, taking notes, preparing any presentations or related documentation, room booking, etc. and following up on action plans as required.
• Provide support in IT coordination and troubleshooting, liaising with the IT service desk as necessary for the Regional Vice President, Deputy Regional Directors, and Country Directors.
• Take the lead in developing and maintaining East Africa Region’s RescueNet intranet space, including uploading data/ updates.
• Handle daily incoming calls, inquiries, and emails and process them accordingly.
• In collaboration with Global Real Estate and Workplace Solutions (GREWS) I-HUB finance and procurement team raise Purchase requests.
• Tracking Technical Advisor visits to country programs: Maintain a schedule and tracker for advisors to the region.
• Maintain Integra-related expense management procedures for East Africa Region teams.
• Follow up on travel details, visas, and accommodations, and coordinate schedules for visitors to the region as required.
• Follow-up on onboarding needs for new regional team members.
• Gracefully and diplomatically represent IRC internally and externally.
• Develop and manage comprehensive East Africa Regional calendars, including internal and external events.
• Contribute to the flawless execution of critical engagements/events in the regions run by IRC, ensuring seamless logistics and stakeholder support. Organize and execute regional conferences and workshops as assigned, inclusive of arranging suitable dates, times, venues, travel, catering, and reconciliation of expenses against approved budgets.
• Capture key takeaways from events and follow up on action items.
• Collating related information from seminars, conferences, and workshops, desk research, and creating data for Regional SMT decision-making.
• Creating data dashboards as directed by the Regional Vice President and Deputy Regional Director.
• Provide high-level communication support to the Regional Vice President and Deputy Regional Director for both regions- inclusive of managing the calendar, management of meetings/ appointments providing support in email management, managing travel, and tracking key initiatives.
• Maintain and update the region’s external contact list as well as the internal regional mailing lists.
• Under the direction of the Regional Vice Presidents and or the Deputy Regional Directors, produce polished written communication in English & French.
• Support in the preparation of internal communication as requested by Regional Vice Presidents, Deputy Regional Directors, and Regional Management Teams.

• Office management
• Calendaring
• Archiving
• Meeting organization
• Note-taking
• Presentation preparation
• IT coordination and troubleshooting
• Intranet management
• Communication handling (calls, emails, inquiries)
• Purchase request processing
• Travel coordination (visas, accommodations)
• Onboarding support
• Event planning and execution
• Data collation and analysis
• Dashboard creation
• Written communication (English & French)
• Internal communication support

• Bachelor’s degree in business administration or any related field.
• 4 to 5 years of experience in a similar role, preferably working in INGO environment.