World University Service of Canada - is a leading Canadian non-profit organization in international development, committed to building a more equitable and sustainable world. We work with a unique and powerful network of post-secondary institutions, private-sector partners and volunteers to provide education, employment and empowerment opportunities that imp...

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Senior Administrative Officer, DREEM Project Management Office

Job Type

Full Time

Qualification

BA/BSc/HND

Experience

Location

Nairobi

Job Field

Administration / Secretarial

The Senior Administrative Officer provides high-level executive support to the Project Director and Deputy Director, ensuring the efficient operation of the project’s management office. Additionally, this role serves as the primary Secretariat for the Youth Advisory Board (YAB), facilitating their meaningful engagement in the project’s governance and decision-making processes

Responsibilities:

Executive Support to Project Management

• Manage the calendars and schedules of the Project Director and Deputy Project Director, prioritizing high-level meetings and deadlines.
• Organize and coordinate management meetings, including preparing agendas, taking minutes, and tracking the status of action items.
• Draft, proofread, and format official project correspondence, reports, and presentations for the Mastercard Foundation and other high-level stakeholders.
• Oversee travel arrangements, logistics, and expense reporting for the senior management team.
• Other tasks as required by the project management.

Youth Advisory Board (YAB) Coordination

• Serve as the primary point of contact for the 15 members of the Youth Advisory Board, ensuring they are informed of project developments.
• Coordinate the recruitment and orientation of YAB members, ensuring gender, geographic, and disability diversity as outlined in the DREEM 2030 strategy.
• Organize YAB meetings (virtual and in-person), including logistical support for travel, per diems, and accessibility requirements.
• Facilitate the flow of information between the YAB and the Project Director and Deputy Director, ensuring that youth voices are integrated into program annual work plans and reflection meetings

General Project Administration

• Serve, as the primary administrative lead for the project’s Salesforce usage, ensuring all contact information for partners, RLOs, and YAB members is up-to-date.
• Build and maintain customized dashboards and reports within Salesforce for the Project Director to track administrative KPIs and workflow bottlenecks.
• Coordinate with the WUSC headquarters and regional offices on administrative policies and office management.
• Serve as the central curator for the project’s shared drive, ensuring that all project documentation remains up to date and stored appropriately.
• Collaborate closely with the Events team in the organization of large-scale project events, such as the annual reflection meetings and planning workshops.

Financial & Procurement Liaison

• Support the management team in tracking administrative budgets and processing procurement requests.
• Liaise with the Senior Finance Manager to ensure that all administrative spending complies with WUSC and Mastercard Foundation guidelines.

• Manage the calendars and schedules of the Project Director and Deputy Project Director, prioritizing high-level meetings and deadlines.
• Organize and coordinate management meetings, including preparing agendas, taking minutes, and tracking the status of action items.
• Draft, proofread, and format official project correspondence, reports, and presentations for the Mastercard Foundation and other high-level stakeholders.
• Oversee travel arrangements, logistics, and expense reporting for the senior management team.
• Other tasks as required by the project management.
• Serve as the primary point of contact for the 15 members of the Youth Advisory Board, ensuring they are informed of project developments.
• Coordinate the recruitment and orientation of YAB members, ensuring gender, geographic, and disability diversity as outlined in the DREEM 2030 strategy.
• Organize YAB meetings (virtual and in-person), including logistical support for travel, per diems, and accessibility requirements.
• Facilitate the flow of information between the YAB and the Project Director and Deputy Director, ensuring that youth voices are integrated into program annual work plans and reflection meetings
• Serve, as the primary administrative lead for the project’s Salesforce usage, ensuring all contact information for partners, RLOs, and YAB members is up-to-date.
• Build and maintain customized dashboards and reports within Salesforce for the Project Director to track administrative KPIs and workflow bottlenecks.
• Coordinate with the WUSC headquarters and regional offices on administrative policies and office management.
• Serve as the central curator for the project’s shared drive, ensuring that all project documentation remains up to date and stored appropriately.
• Collaborate closely with the Events team in the organization of large-scale project events, such as the annual reflection meetings and planning workshops.
• Support the management team in tracking administrative budgets and processing procurement requests.
• Liaise with the Senior Finance Manager to ensure that all administrative spending complies with WUSC and Mastercard Foundation guidelines.

• Salesforce administration
• Report generation
• Dashboard creation
• Project management support
• Event coordination
• Financial tracking
• Procurement processing
• Communication
• Organizational skills
• Time management
• Executive support
• Youth engagement
• Diversity and inclusion
• Accessibility requirements
• Information flow facilitation
• Document management
• Policy coordination

• BA/BSc/HND