The Regional Executive Support Manager (RESM) is a critical member of both the EAST & Central AFRICA Regional Teams, responsible for providing top-notch administrative and office support services for the EAST & Central AFRICA Regional Leadership Teams to ensure seamless operations and high-level performance. This role requires excellent management, organization, and communication skills to partner with the Regional Vice Presidents, Regional Leads, and Country Directors. The position reports to the 2 Regional Vice Presidents and works closely with Regional Leads and Country Directors.
Responsibilities and Duties
General Administration for Regional Team 60%
Administration
- Provide senior-level office management support to both EAST
& Central 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
any presentations or related documentation, room booking, etc. 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
Presidents, Deputy Regional Directors, and Country Directors.
- Take the lead in developing and maintaining East & Central
Africa’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 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& Central Africa 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 and Central 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.
Analysis support for the region 20%
- Collating related information from seminars, conferences, and
workshops, desk research, and creating data for Regional SMT
decision-making.
- Creating data dashboards as directed by the Regional Vice
Presidents and Deputy Regional Directors.
Communications 20%
- Provide high-level communication support to the Regional Vice
Presidents and Deputy Regional Directors 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
- Position Reports to East & Central AFRICA Regional Vice
Presidents (Management in Partnership)
- Position directly supervises: N/A
Internal
Other Internal and/or external contacts:
- East & Central AFRICA Deputy Regional Directors
- East & Central 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
- INGO Counterparts, Legal Counsel, Governmental & official
entities.
Job Requirements
- Education: Bachelor’s degree
in business administration or any related field.
- Work Experience: 4 to 5
years of experience in a similar role, preferably working in INGO
environment.
Demonstrated Skills And Competencies
- To be effective Regional Executive support managers should
possess proactive qualities and demonstrate foresight in their work.
- Strong communication and interpersonal skills: demonstrated
ability to work effectively across and within a large, complex non-profit
organization, both laterally and vertically, and diplomatically
communicate with a variety of people in a multicultural environment.
- Excellent organizational skills: the ability to work
independently in a fast-paced, detail-oriented environment and efficiently
organize the workflow of a fast-paced team;
- Proven attention to detail: the ability to track and process
multiple details simultaneously and accurately;
- Strong visual skills: the ability to assist with the
preparation of charts and graphs in Excel and PowerPoint;
- Flexible work attitude: the ability to work productively in a
team environment and independently;
- Trustworthy with an ability to maintain confidential
information;
- Solid writing and editing skills: the ability to draft and
edit professional documents and correspondence in English and French, and
Swahili as an added benefit
- Strong computer skills: ability to work effectively and
accurately with MS Outlook, Word, Excel, PowerPoint, and to adapt to new
applications.
How To Apply
