Overview

The Executive Office Senior Associate is a vital part of the Global Executive Office Team, responsible for fostering collaboration and communication at DNDi Eastern Africa Region Office (EARO). This role requires someone who is highly organized and capable of handling a demanding workload. The Associate acts as a bridge between the Director and teams, ensuring efficient information flow, task completion, and collaboration, contributing to the overall understanding and adjustment of DNDi’s work context. This role delivers expert services to operational teams, addressing non-routine issues case-by-case within established policies and practices, often consulting with colleagues or supervisors.

Please note that this is a temporary role for six months

Responsibilities

Executive Support to the Africa Continental Lead and EARO Director 70%

• Supports the Africa Continental Lead & Office Director including maintaining his agenda; organizing external meetings; supporting travels; creating expense claims; organizing execution of documents; electronic filing; and other ad hoc requests by the Director.
• Providing support to the Africa Continental Lead & Office Director in the implementation of the continental roadmap and harmonization of the ways of working between the Africa offices
• Facilitates internal planning by ensuring the flow of relevant information between the Africa Continental Lead & Office Director’s Office and the EARO team.
• Serves as a point of contact within DNDi for internal and external queries regarding the Africa Continental Lead & Office Director. Uses discretion to ensure the correct flow of information, in and out, of the EARO-Office.
• Coordinate Africa continental meetings and follow up on the action points from the discussions.
• Spearheads the preparation of Nairobi Leadership Team meetings by drafting the agenda taking notes, organizing quarterly retreats & ensuring follow-up on action points.
• Coordinates & contributes to projects requiring input from the Nairobi Leadership Team.
• Collaborate and coordinate regional bi-monthly update reports from the various sections at EARO and ensure a timely transmission towards DNDi staff bi-monthly updates.
• Attend and actively participate in the weekly Global Executive Office Team meetings, chair sessions as required, prepare and share relevant documents in advance, and provide timely feedback as needed to the Nairobi Leadership Team from these discussions.
• Support the Head of Finance and Operations in operations related activities at the EARO.

Admin & events 30%

• Manage travel and event coordination for the Nairobi office, serving as the primary liaison to streamline logistics and ensure efficient execution of organizational activities.
• Ensure seamless execution of meetings, conferences, and field visits by managing itineraries, accommodations, vendor relations, and compliance with organizational policies
• Acts as the key liaison between internal teams, external partners, and service providers to optimize efficiency and cost-effectiveness while facilitating smooth operations.

Reporting line & Interactions

• Job title reports to Africa Continental Lead & Office Director 
• Specify any contributing manager
• Works closely with the Africa Continental Lead & EARO Director, Head of Ops EARO, Nairobi Leadership Team and Global Executive Office Team.
• Works closely with the Regional Office Directors.
• Works closely with all Heads of Departments at EARO.
• Works with Global Teams in their interactions with EARO.
• Interacts with entire DNDi EARO Team

Experience and Education

• Minimum 5 years of relevant experience 
• Bachelor’s degree in business administration, or a related field.
• Proven ability to work effectively in a team environment and matrix structure.
• Languages: fluent in English, proficiency in regional languages desirable.
• Computer skills: Very good knowledge of Microsoft Suite.

Skills and competencies

• Ability to use initiative, prioritize, multi-task, and work well under pressure to meet deadlines
• Clear and systematic thinking that demonstrates good judgment and problem solving competencies
• Very Good communication skills in multicultural, multi-lingual environments
• Strong negotiation, and influencing skills, with experience in managing and collaborating with internal and external stakeholders
• Ability to manage projects and contribute to project delivery with minimum supervision
• Ability to supervise team members reporting to this position

Other requirements

• Fluency in English
•   Available immediately

Apply here