Position detail:

• Grade: 7
• Reports to: Regional Head of Operational Support 
• Duty Station: Nairobi, Kenya
• Travel: Up to 5%
• Contract type: National employment contract
• Duration: Two years fixed term

Roles and responsibilities

The Regional Admin Coordinator is responsible for ensuring the smooth and efficient operation of administrative functions within the regional team. This role includes office facilities management and coordinating regional meetings and events. The Regional Admin Coordinator also acts as a liaison between the Regional Team (RT) and country offices, facilitating communication and support, and for some processes acts a liaison between the regional team and Head Office (HO). Furthermore, the coordinator assists with the preparation and dissemination of various reports, contributing to effective regional administration.
The Regional Admin Coordinator plays a key role supporting the Regional Management Team, including documenting meetings and minutes, and providing overall administrative support to ensure alignment of operational needs and plans.

Generic Responsibilities

• 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 within the regional team and country offices. 
• Ensure efficient coordination of the triannual T-reporting process between HO and RT and between RT and RT and countries, including meeting invites, minutes, follow up on action points, coordinating inputs to power points and HO report, and general overview of all deadlines linked to the process.
• 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 and a specific responsibility for the functions policies and procedures. 
• Support members of the Regional Management Team in Nairobi in procedures to generic responsibilities

Specific responsibilities: 

• 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 – ensuring that all processes and events are included 
• 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 (such as the Sudan SitRep, twice or thrice times per year)
• Support Regional Programme in drafting donor letters and getting signature from RD or equivalent
• Support RMT in Nairobi in maintaining donors contact registry – including keep track of important donor contact in Nairobi and their details
• Contribute to improving administrative processes in the regional team

Critical interfaces 

• Country offices 
• Relevant Head Office and global level reporting units. 
• Relevant Government entities upon need. 

Generic professional competencies

• 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
• A bachelor’s degree in administration, Management, or relevant academic background Context related skills, knowledge and experience
• Ideally has knowledge of relevant NRC procedures and systems
• Experience of working in the humanitarian sector.
• Fluent in English
• Knowledge of the context in the regions is an asset.
• Ability to collaborate effectively with remote teams and stakeholders
• Ability to maintain morale and focus when working alone
• Strong ability to manage time effectively and prioritise own task 

Behavioural competencies

• Planning and delivering results
• Working with people
• Communication with impact and respect
• Coping with change 
• Able to work with staff and units based remotely.

All NRC employees are expected to work in accordance with the organisation’s values. To be dedicated, innovative, inclusive and accountable are attitudes and beliefs that shall guide our actions and relationships. NRC has a commitment to safety and wellbeing and together we build a positive working culture to feel valued, empowered, supported, safe and have a sense of belonging. NRC does not tolerate employees exploiting or abusing people and has zero tolerance to inaction.