Regional Administrative Officer – Africa/Asia

Terms of Reference (TOR)

Position: Regional Administrative Officer – Africa/Asia

Location: Nairobi, Kenya

Reports to: Regional Supply Chain and Operations Coordinator – Africa/Asia

Direct Reports: Regional Manager HR

About Relief International:

Relief International (RI) is a leading non-profit organization working in 16 countries globally to relieve poverty, ensure well-being and advance dignity. We specialize in fragile settings, responding to natural disasters, humanitarian crises and chronic poverty. RI combines humanitarian and development approaches to provide immediate services while laying the groundwork for long-term impact. Our signature approach – which we call the RI Way—emphasizes local participation, an integration of services, strategic partnerships and a focus on civic skills. In this way, we empower communities to find, design and implement the solutions that work best for them. RI includes the four corporate members of the RI Alliance: RI-US, RI-UK, MRCA/RI-France and RI-Europe. Under our alliance agreement, we operate as a single, shared management structure.

About the Africa-Asia Region:

RI currently operates in eight countries in the Africa/Asia region: Afghanistan, Bangladesh, Iran, Myanmar, Pakistan, Philippines, South Sudan, and Sudan, with a focus on the four RI sector pillars: Health (incl. Nutrition), WASH, Education and Economic Opportunity. RI currently employs more than 3,000 staff (direct and indirect) in the Africa/Asia region and implements a range of emergency response and development programs valued at approximately $50 million USD on an annual basis.

Position Summary:

As part of the Regional Team within the Regional Support Office (RSO) for RI’s Africa/Asia Region, the Regional Administrative Officer (RAO) will work under the supervision of the Regional Supply Chain and Operations Coordinator to provide in-person and remote administrative support to Africa/Asia region team including direct admin support to the Regional Director and the wider Regional SMT, and surge capacity support at country office locations as may be needed. In addition, the RAO will take the lead in implementing all SCO tasks in support of the physical regional office in Nairobi, Kenya. This position will enhance the administrative capacity across Africa/Asia region. Work requires a high level of discretion and often requires the use and handling of confidential or otherwise sensitive information professionally. The position works with staff at all levels of the organization as well as key external stakeholders including Government bureaucrats.

ESSENTIAL RESPONSIBIITIES and DUTIES:

Support to the RD (25%):

• Providing necessary administrative support to the RD including maintaining effective filing, scanning, photocopying, archiving and record keeping systems, both paper and electronic of reports and other materials.
• Support the RD in travel arrangements.
• Coordinate all internal and external regional meetings as may be assigned/required by the Regional Director;
• Coordinate RD’s relationships with key collaborators and donors. Prepare for and brief the RD prior to events regarding important developments and follow up on resulting action items as required by the Regional Director.
• Efficiently arrange for meetings/workshops, collate documentation and information to support these meetings, and where required preparing minutes and other relevant reports/documentation in a timely manner.
• In consultation with Regional Director, plan and manage Board and Regional team meetings, lead on meeting minutes taking, travel plans and set appointments for upper regional management team;

Support to the Regional SMT (25%):

• Facilitate travel planning for regional Senior Management Team by processing Travel Requests with Diversity and arranging airport pick up/drop off, necessary accommodations, etc;
• Providing necessary administrative support to the Regional SMT including maintaining effective filing, scanning, photocopying, archiving and record keeping systems, both paper and electronic of reports and other materials.
• Plan and manage Regional SMT meetings, lead on meeting minutes taking and follow up actions accordingly.

General Administrative Support to the Regional Team (50%):

• Ensure that office utility payments and lease payments are made on time, and liaise with the Finance function to ensure proper record keeping of lease agreements, lease payment records, utility payment records, and service contract as required;
• Coordinate with Regional IT to arrange basic technical support and advice on IT and communications as required;
• Provide administrative and logistical support to Regional team organizing conferences and training events;
• Track and replace regional office supplies as necessary to avoid interruptions in standard front office procedures;
• Facilitate any meeting outside the office by arranging bookings for venues and travels for participating staff.
• Manage office cleaning and housekeeping requirements to ensure a clean, safe and healthy work environment. Ensure the kitchen, tea, coffee, water facilities are stocked and managed appropriately;
• Facilitate internal and external posts and collecting mail including all customs and airport clearances;
• Follow up of on office utilities and services(Electricity, Water, Security, Internet, Etc.) ensuring payments on a monthly basis;
• Prepare shipments for domestic and international distribution and maintain relationships with courier suppliers and assist in customs clearance of shipments;
• Support the Regional Team to build positive working relationships with the lawyer, government labor office, and other agencies to effectively and efficiently facilitate operational support functions;
• Undertake any other responsibilities as may be assigned by the line Manager.

Safeguarding

• Uphold and promote RI’s commitment to ensuring the safeguarding and safety of the vulnerable communities we serve;
• Consistent with RI’s safeguarding and protection policies, ensure all people who come into contact with Relief International are as safe as possible;

QUALIFICATIONS & SKILLS REQUIREMENTS

This position will require a demonstrated ability to achieve results in a demanding and fast paced environment;

• University Diploma or Degree or equivalent tertiary education;
• Demonstrated relevant professional experience in progressively senior roles, preferably with international organizations and in the field of Administration and Operations;
• Proven experience in the areas of office administration, and secretarial work;
• Proven skills in negotiation and problem- solving;
• Strong organizational skills;
• Team player with good interpersonal skills;
• Excellent English written and verbal communication skills;
• Understanding and sensitivity to cross cultural issues.

RI Values:

We uphold the Humanitarian Principles: humanity, neutrality, impartiality and operational independence. We affirmatively engage the most vulnerable communities.

We value:

• Inclusiveness
• Transparency and Accountability
• Agility and Innovation
• Collaboration
• Sustainability