Regional Executive Support Manager

Responsibilities:

General Administration for Regional Team 60%

Administration

• Provide senior-level office management support to the Regional Vice President, Deputy Regional Director, and teams, including managing diverse and complex office logistics, centralizing calendaring, meeting requests, and archiving.
• Organize all inter-departmental meetings, including developing and distributing comprehensive agendas, taking and sharing 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 President, Deputy Regional Director, and Country Directors.
• Take the lead in developing and maintaining the WACAR RescueNet intranet space, including uploading data/ updates.

Communication:

• Handle daily incoming calls, inquiries, and emails and process them accordingly. Support with regional communication outreach.

Financial Support:

• In collaboration with Global Real Estate and Workplace Solutions (GREWS) I-HUB finance and procurement team raise Purchase requests.
• Maintain a financial tracker for visits to the region to ensure needed payments are made promptly.
•  Maintain Integra-related expense management procedures for WACAR senior regional teams.

Travel Support

• Coordinate and oversee end-to-end logistics for IRC Senior Leaders' travel and field visits, including itinerary design, briefing materials preparation, and real-time adjustments to ensure a seamless and secure executive experience.
• Follow up on travel details, visas, and accommodations, and coordinate schedules for senior visitors to the region as required.
• Support onboarding needs for new regional team members.
• Gracefully and diplomatically represent IRC internally and externally.

Event Planning and Delivery

• Develop and manage comprehensive WACAR 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.
• Support in creating data dashboards as directed by the Regional Vice President and Deputy Regional Director.

Communications 20%

• Provide high-level communication support to the Regional Vice President and Deputy Regional Director- 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 President and or the Deputy Regional Director, produce polished written communication in English & French.
• Support in the preparation of internal communication as requested by the Regional Vice President and Deputy Regional Director.

Key Working Relationships:

• Position Reports to WACAR Regional Vice President
• Position directly supervises: N/A
• Other Internal and/or external contacts:

Internal:

• Deputy Regional Director
• 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 an 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.
• High discretion and ethics in senior-level environments.
• Demonstrated ability to engage confidently with C-suite and VP-level leaders, and to manage high-level events and protocol requirements with professionalism and precision.
• 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;
• Familiarity with AI tools is an asset.
• 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.
• Strong computer skills: ability to work effectively and accurately with MS Outlook, Word, Excel, PowerPoint, and to adapt to new applications.

Working Environment

The position is based in Nairobi, Kenya, with a standard office work environment.

Skills Required:

• Sales / Marketing / Business / Management