The Norwegian Refugee Council (NRC) is seeking a Regional Administration Coordinator to ensure efficient administrative coordination and support within the Regional Management Team (RMT) and Regional Teams (RT). This role is crucial for managing high-level meetings, coordinating complex regional reporting processes (like T-reporting), maintaining comprehensive documentation, and ensuring compliance across the region. The role involves working within a humanitarian organization dedicated to supporting refugees and internally displaced people across various sectors including shelter, education, and legal assistance.
Generic Responsibilities
- Ensure effective agenda time management, meeting commitments, and preparation for Regional Management Teams (RMG) and Regional Teams (RT) meetings. This includes follow-up, sharing of background documents, minute taking, tracking actions, and broader information sharing within the regional team and country offices.
- Ensure efficient coordination of the triannual T-reporting process between Head Office (HO) and RT, and between RT and countries. This covers managing meeting invites, minutes, follow up on action points, coordinating inputs to PowerPoint presentations and the HO report, and maintaining a general overview of all deadlines linked to the process.
- Provide minute taker support upon request from members of the RMT in Nairobi when additional support is required.
- Coordinate internal reporting and facilitate necessary meetings between country offices, the Regional Office, and Head Office as required.
- Prepare and submit reports and analyses as requested.
- Ensure proper filing of all relevant documents.
- Provide event planning and preparation support. Coordinate and organise logistical arrangements for larger meetings/conferences.
- Ensure effective day-to-day management of office premises.
- Ensure compliance and adherence to NRC policies, guidance, and procedures, with a specific responsibility for the function's policies and procedures.
- Support members of the Regional Management Team in Nairobi in procedures related to generic responsibilities.
Specific Responsibilities
- Support regional staff in meeting preparations and minute taking.
- Maintain and update the organisational chart for the office and regional team.
- Maintain the ESA SharePoint Filing tree site for the regional team. Act as the focal point for document upload/sharing for consultancies, evaluations, etc.
- Maintain and regularly update the Yearly events calendar, ensuring that all processes and events are included.
- Maintain the calendar for RMT, ensuring that staff are updating leave, travels, etc.
- Support with internal communication as and when needed.
- Provide support to regional crisis management teams upon request.
- Coordinate inputs and draft regional Situation Reports (SitReps), such as the Sudan SitRep, typically two or three times per year.
- Support the Regional Programme in drafting donor letters and obtaining signatures from the Regional Director (RD) or equivalent.
- Support RMT in Nairobi in maintaining the donors contact registry, including tracking important donor contacts in Nairobi and their details.
- Contribute to improving administrative processes in the regional team.
Critical Interfaces
The role requires continuous collaboration with:
- Country offices
- Relevant Head Office and global level reporting units.
- Relevant Government entities upon need.
Qualifications and Experience
Generic professional competencies required:
- Minimum 3 years of experience in Administration, Management or a relevant field.
- Proven administrative skills within the NGO or related sector.
- Ability to follow up on key tasks without detailed supervision.
- Demonstrated research skills and experience.
- A bachelor's degree in administration, Management, or a relevant academic background.
.png){kind=logo}