The International Rescue Committee (IRC) is seeking a Regional Executive Support Manager to provide comprehensive administrative, logistical, and communication support to the East Africa Regional Vice Presidents and Deputy Regional Directors. This role ensures the smooth functioning of the regional team's operations, managing complex schedules, supporting financial procedures, and coordinating critical events.
Responsibilities
1. General Administration for Regional Team (60%)
- Administration:
- Provide senior-level office management support to the East Africa 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 presentations or related documentation, room booking, 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 the 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 the 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.
2. Analysis Support for the Region (20%)
- Collating related information from seminars, conferences, and workshops, desk research, and creating data for Regional Senior Management Team (SMT) decision-making.
- Creating data dashboards as directed by the Regional Vice President and Deputy Regional Director.
3. 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
- Reports to: East Africa Regional Vice Presidents
- Directly Supervises: N/A
- Internal Contacts: 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 Contacts: INGO Counterparts, Legal Counsel, Governmental & official entities.
Job Requirements and Qualifications
- Education: Bachelor’s degree in business administration or any related field.
- Work Experience: 4 to 5 years of experience in a similar executive support role.
- Preferred Experience: Working in an INGO environment is highly preferred.
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