Senior Administrative Officer – CR Support 24 views

Job Title: Senior Administrative Officer – CR Support

Department:Country Representative Office

Job Grade:7

Reports To:Country Representative

Term of employment:Indefinite term

Country/Location:Ethiopia/Addis Ababa

Job Summary:

You will provide high-level strategic and administrative support to the Country Representative (CR), ensuring smooth operations of the CR’s office. This includes managing the CR’s schedule, coordinating VIP visits, organizing meetings and events, and overseeing travel arrangements. You will also be maintaining confidentiality in handling sensitive communications, managing the CR’s confidential files, and supporting decision-making through data analysis and reporting. Additionally, you will support the SLTs, especially the DCR-Ops and DCR-Programming and facilitate communication across departments, assist with high-priority projects, and play a key role in strategic initiatives, leadership retreats, and organizational change efforts, arrange and coordinate employee engagement initiatives designed by the CR office. Moreover, you will act as a key liaison for the executive office with internal and external stakeholders and ensure seamless office functionality in the CR’s absence.

Job Responsibilities:

Support to Country Representative:

• Manage and maintain the Country Representative’s (CR) schedule, handling appointments and coordinating VIP visitors (e.g., Donors, CEOs, International Church Dignitaries). Prepare their schedules and visits well in advance.
• Support the DCR Ops, DCR programming and SMT for any external event arrangement and formal communications.
• Ensure that all travel arrangements for the CR are efficient and well-organized in collaboration with the travel and support team.
• Arrange and coordinate meetings, events, and travel while ensuring the strategic planning and follow-up of these events in alignment with CR’s priorities.
• Record, transcribe, and distribute minutes of Senior Management Team (SMT) and Expanded SMT meetings. Track follow-up actions and ensure alignment with CR’s strategic initiatives.
• Manage team or one drive folders and ensure timely updated and accessible to the relevant people.
• Support CR in managing high-level events and initiatives, including event organization, follow up to the documentation and arrangement of presentation and related materials.
• Facilitate communication and ensure the CR office operations remain functional in the CR’s absence by coordinating with designated delegates.
• Proactively manage CR’s calendar, ensuring strategic priorities are anticipated, meetings are purposeful, and any conflicts are resolved.
• Play a pivotal role in supporting the admin team in organizing leadership retreats, compiling agenda from the SMT, and capturing follow-up actions points during the actual event.
• Work with the ICKML and communication team in the preparation of learning activities and advocacy events.

Administrative and Office Management:

• Draft and compose routine correspondence and memos for the CR’s signature while maintaining a high level of confidentiality in all communications and document handling.
• Manage the CR’s confidential files, including updating reports and correspondence. Ensure all sensitive materials are securely stored.
• Liaise with other departments to coordinate communication and follow-up on CR-related matters. Assist in preparing responses as necessary.
• Develop database of the contact of the senior church, government, donor, HINGO, CSO, UN and related revenant institutions.
• Ensure agreements and other documents coming to CR for signature has all the required attachments and supporting documents.
• Ensure the CR’s agenda is well-coordinated with broader organizational goals by managing stakeholder relations and addressing inquiries effectively.

Strategic Contributions:

• Act as a liaison with senior-level internal staff and external VIPs, including donors and church partners, ensuring interactions are handled strategically.
• Follow up with major initiatives and high-priority projects, providing the CR with regular updates and ensuring alignment with the agency’s strategic objectives.

Other Duties:

• Perform other related duties as assigned by the CR, including assisting with ad-hoc strategic initiatives or high-level tasks that require discretion and strategic insight.
• Ensure continuous operational functionality in the CR office, even in the absence of the CR, by maintaining close collaboration with designated representatives and the management team.