Overview
The Regional Admin Coordinator is responsible for ensuring the smooth and efficient operation of administrative functions within the regional team, including office facilities management and coordinating regional meetings and events.
Tasks Summary
- Ensure effective agenda time management, meeting commitments and preparation for Regional Management Teams (RMG) and Regional Teams (RT) meetings, including follow-up and sharing of background documents, minute taking, follow up on actions and wider information sharing.
- Ensure efficient coordination of the triannual T-reporting process between HO and RT and between RT and RT and countries.
- Minute taker support upon request from members of the RMT in Nairobi when additional support is needed.
- Coordinate internal reporting and facilitate 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.
- Event planning and preparation support.
- Coordinate and organise logistical arrangements for larger meetings/ conferences.
- Effective day to day management of office premises.
- Compliance and adherence to NRC policies, guidance and procedures.
- Support regional staff in meeting preparations and minute taking.
- Maintain and update the organisational chart for the office and regional team.
- Maintain ESA SharePoint Filing tree site for the regional team.
- Focal point for document upload/sharing for consultancies, evaluations etc.
- Maintain and regular update of Yearly events calendar.
- Maintain 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 SitReps.
- Support Regional Programme in drafting donor letters and getting signature from RD or equivalent.
- Support RMT in Nairobi in maintaining donors contact registry.
- Contribute to improving administrative processes in the regional team.
Experience Requirements
- Minimum 3 years of experience in Administration, Management or relevant.
- Proven administrative skills within the NGO or related sector.
- Able to follow up on key tasks without detailed supervision.
- Research skills and experience.
- Experience of working in the humanitarian sector.
Qualification Requirements
A bachelor's degree in administration, Management, or relevant academic background.
