Responsibilities
Affiliation
and Transition Implementation
- Support the development and maintenance of key
institutional documents.
- Maintain clear records of the stages of the
transition process and monitor implementation progress.
- Manage various consultancies/commissioned work
as part of the overall transition plan.
- Proactively identify and escalate potential
risks that could impact the affiliation process.
- Monitor the transition budget and provide
regular updates and reports as required.
Executive
Support
- Serve as the OKE Board Chair’s administrative
liaison to the Oxfam International ecosystem.
- Manage the Oxfam Kenya strategic calendar
including planning and coordinating.
- Prepare deliverables such as drafting letters,
talking notes, and other tasks to facilitate effective steering of the
organization.
- Prioritize conflicting needs, handle matters
expeditiously, and follow through on projects with deadline pressures.
- Maintain discretion, confidentiality, and
compliance with applicable rules and regulations regarding board and
committee matters.
- Provide logistical and administrative support to
the Oxfam Kenya Board of Directors and to the Oxfam Kenya Executive
Director.
- Support the Executive Directors weekly,
bi-weekly and monthly calls including the development of the agenda and
facilitating the meetings on the relevant meeting platforms.
- Serve as the primary liaison with the Finance
department and support oversight of the Executive office and Board
budgets.
- In collaboration with the OKE/OIS legal team,
coordinate the legalisation and authorisation of all necessary documents
as is required by the relevant governing bodies in Kenya and other related
statutory requirements.
Board Meeting Coordination
- Schedule and coordinate all aspects of board
meetings, including securing meeting venues, sending out invitations, and
preparing meeting materials.
- Ensure timely distribution of necessary
documentation, reports, and presentations to board members.
- Assist in the preparation of meeting agendas and
take accurate minutes during board meetings.
- Manage effective contacts and relationships with
Board Members, including arranging travel, expense reimbursements, and
meeting logistics.
- Develop strong relations with the board members
and efficiently coordinate different board committee meetings.
Communication
Liaison
- Act as the primary point of contact for board
members, facilitating communication between board members and the
executive leadership.
- Coordinate correspondence, emails, and other
pieces of communication on behalf of the board and the Executive Director.
- Maintain confidentiality of sensitive
information related to the board and the Executive Directors office.
- Provide liaison services to donors, government
officials, and other relevant partners on behalf of Oxfam Kenya and the
Executive Director.
Record-Keeping
and Documentation
- Maintain accurate records of board meetings,
resolutions, senior management meetings and related official documents.
- Organize and manage electronic and physical
filing systems for board-related materials and the senior management team.
- Support the preparation and distribution of
board-related reports and presentations.
Support
Strategic Initiatives
- Collaborate with executive leadership and board
committees to support the implementation of strategic initiatives and
projects.
- Conduct research and compile data to support
decision-making processes and strategic planning efforts.
- Assist in the preparation of reports and
presentations for board meetings and strategic planning meetings.
Administrative
and Logistics Support
- Provide general administrative support to the
executive leadership and other members of the organization as needed.
- Assist in the coordination of special events,
retreats, and other board-related activities.
- Perform other duties and responsibilities as
assigned by Executive Director.
- Coordinate logistics for key meetings related to
the affiliation process, ensuring effective communication and
documentation.
- Liaise with key stakeholders involved in the
affiliation process to ensure alignment and collaboration.
Knowledge
and Information Management
- Provide regular progress reports and project
updates to the Executive Director and key stakeholders.
- Manage all information effectively to support
decision-making and information sharing.
- Contribute to the continuous improvement of
affiliation-relevant processes and tools.
- Capture, document, and share best practices and
learnings from the affiliation process with relevant stakeholders.
Person
specification
Most
importantly, every individual at Oxfam needs to be able to:
- Live our values of INCLUSION, ACCOUNTABILITY,
EMPOWERMENT, COURAGE, SOLIDARITY and EQUALITY
- Ensure you commit to our ORGANIZATIONAL
ATTRIBUTES (including adhering to the Code of Conduct).
- Be committed to our feminist principles, and to
applying them in your day-to-day behaviour and your work. Be ready to keep
learning, with accountability to those who experience oppression as a
result of their identities, such as their gender, race/ethnicity,
disability, class, or LGBTQIA identity.”
- Be committed to undertaking Oxfam’s safeguarding
training and adhering to relevant policies, to ensure all people who come
into Oxfam are as safe as possible.
Technical skills, experience and
knowledge
- Bachelor’s degree in a relevant field (e.g.,
International Development, Business Administration, Project Management
etc) and a minimum of 7 years of related experience providing direct
executive support to a senior manager preferably in a non-profit environment,
supporting governance and executive structures.
- Sound working knowledge of managing a senior
executive’s calendar, scheduling, and preparing for meetings.
- Good knowledge of acting as an executive’s
gatekeeper and able to work under pressure.
- Impressive relational skill – able to support
the management of an executive’s direct reports, donors, and related
stakeholders both internal and external.
- Excellent oral and written skills – able to
learn quickly.
- Previous experience in project coordination,
preferably within the development sector.
- Strong organizational and coordination skills,
with the ability to manage multiple tasks simultaneously.
- Proactive problem-solving ability and a high
level of attention to detail.
- Excellent communication and interpersonal
skills, with the ability to work effectively with diverse stakeholders.
- Proficiency in information management and use of
relevant software tools.
- Proficiency in Microsoft Office Suite (Word,
Excel, PowerPoint, Outlook) and other relevant software applications.
- Ability to work effectively in a fast-paced and
changing environment.
- Ability to work without close supervision and to
follow verbal and written instructions.
- Discretion and confidentiality in handling
sensitive information.
- Professional demeanour and the ability to
interact professionally with board members, executives, and staff at all
levels.]
How to Apply
