Senior Leadership Coordination Officer
Purpose of the position:
The incumbent will ensure effective and efficient coordination of administrative functions for the Program Director, Senior Leadership Team (SLT) and Senior Management Team (SMT). In addition, the position seeks to ensure the coordination of planning and scheduling of Senior Leadership Team members, and their respective teams. He/she will liaise with internal and external stakeholders to plan/implement key events, develop and update key organizational and team calendars and assist with routine administrative functions in support of coordinated cross-functional actions.
Initiate meetings for the SLT with external and internal stakeholder in order to maintain a core relationship with other agencies and WV Entities.
Manage information flow to internal and external audiences by providing information, handling routine inquiries directly or by delegating to departments and following up for implementation as well as maintaining an action log.
Provide executive support to the SLT, including scheduling of meetings and conference calls, note/minute taking and dissemination of minutes from meetings and other correspondence.
Support Program Director and SLT relationships with key contact. Prepare National Office briefs prior to appointments regarding important developments and follow up on resulting action items.
Coordinate with Somalia Cluster groups; management of information and scheduling of attendance while updating cluster information data.
Initiate Master calendar for the office and ensure that all activities that are mandatory are carried out within the calendar year eg. SMT/SLT meetings and quarterly Review meetings, as per requirements.
Key Outputs and Responsibilities
Cross-functional Coordination and liaison for travels and schedules
Coordinate Support Offices (SOs) and other external stakeholder visits to WV Somalia, liaising with different departments in the development of itineraries and acquiring proper travel documentation;
Coordinate with support services for SOs visitors, ensuring hotel booking and taxi services are in place to support travel;
Develop and update key national office tracking mechanisms: National Office Calendar, databases, etc.
Take notes at various cross-functional planning meetings as requested;
Preparing Itineraries for consultants and visitors;
Schedule meetings with external stakeholders as requested;
Prepare briefing packages to support external and internal engagement;
Administrative support to SLT
Develop, update and disseminate quarterly travel calendars for key members of the Operations and PDQA departments;
Assist SLT members with routine task such as travel bookings, cash request/reimbursement, etc.;
Manage calendars of Senior Leadership Team members;
Coordinate planning and implementation of meetings and conferences on behalf of SLT members;
Support National Director’s Office
Plan, initiate & manage administrative activities and Processes for Program Director
Represent Program Director’s office at various internal planning and strategy meetings, providing updates as required; (Internal Committees e.g Tender Committee)
Represent organization at external information-sharing and coordination events as requested;
Organize, facilitate and record SMT, SLT, Audit Committee meetings and any other meetings organized by the Program Director;
External engagement coordination
Initiate, plan and coordinate NGO consortium and cluster meetings for SLT;
Work with Comms & Advocacy to update consortium data bases and ensure WVS registrations are up-to date;
Provide and act as an engagement/liaison officer with field operation managers and SLT;
Keep updated contacts for other agencies and share with SLT accordingly;
Budget & Audit
Preparing annual budget for Program Director’s department;
Assisting with the audit process, taking minutes and produce same to auditors;
Assist in updating the National Office risk register and updates communicated to the regional office;
Communication & Reporting /National Office Initiative’s Implementation
Take notes at SLT team meetings, updating and tracking action points as required; and follow up for implementation
Follow up of various reports (Monthly Management Reports, roundtable reports, Quarterly Review Meetings reports, SLT reports) ensure they are done, correct and submitted on a timely manner/shared with various audiences;
Ensure that legal documents are safely maintained and made available (Agreements, MOUs, POA);
Compiling and dispatch of National Office quarterly report to Support Offices and other external stakeholders
Qualifications: Education/Knowledge/Technical Skills and Experience
The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:
First degree in Social Sciences/Business Studies/Development Studies or related field
Must have a minimum of 3 years’ experience as an executive officer to a senior team in an international organization
Must have worked in a multicultural team oriented environment – experience working for more than one line manager – would be a plus
Excellent collaborative and organizational skills, efficient in note taking and ability to present information in a concise manner.
Demonstrated excellent writing skills: the ability to develop quality reports under tight deadlines and draft concise summary reports
Experience working in a Nonprofit organization will be an added advantage
Very strong computer skills and experience with MS office applications especially Word, Excel, Power point, Publisher
Demonstrates well-developed interpersonal skills, excellent communication skills, both verbal and written, as well as negotiation skills
Working Environment / Conditions:
Work environment: Nairobi based
Travel: Domestic and international travel is required for this position. The position requires approximately 15% travel to Somalia, a dynamic and often insecure context; when in Somalia accommodation is at team houses.