Regional Executive Support Officer
Organizational Context
The UNOPS Africa Regional Office, based in Nairobi, Kenya, oversees over 250 projects in 40 countries, focusing on fragile and conflict-affected settings. With over 1,000 personnel across five multi-country offices, it drives national priorities in areas like Climate Action, Health, and Infrastructure. The office provides strategic leadership and operational support, contributing to sustainable development across the continent.
Job Purpose
The Regional Executive Support Officer is responsible for providing essential administrative and operational support to the Regional Director and the management team. This role involves gathering and analyzing data, interpreting rules, and preparing inputs for various reports and processes. The incumbent ensures the smooth execution of administrative functions, executive support, and operational management, maintaining compliance with established procedures. A key aspect of the role is identifying opportunities for process improvements to enhance efficiency and effectiveness within the regional office's operations.
Responsibilities
Provide comprehensive executive support to the Regional Director, including managing calendars, coordinating high-level meetings, and planning complex travel arrangements with attention to diplomatic protocol. Organize meeting logistics, prepare agendas, take minutes, and track action items. Liaise effectively with internal and external stakeholders, including government officials and diplomatic representatives, adhering strictly to UN protocol. Manage official documentation processes and draft routine correspondence. Develop and streamline Standard Operating Procedures (SOPs) for the Regional Office, integrating digital tools to enhance efficiency. Maintain key contact lists and directories. Support operational management of office premises, including asset and facilities management, and serve as a focal point for administrative support. Ensure vehicle maintenance and safe operation. Monitor contract services and provide operational support on security matters, maintaining the Business Continuity Plan and preparing incident reports. Assist with budget monitoring, asset accountability, and logistical support for regional events and onboarding of international staff.
Work Experience
A minimum of four years of relevant experience with a Secondary School Diploma, or two years with a Bachelor's degree, or zero years with a Master's degree is required. Experience in executive-level support, administrative coordination, operational management, public relations, diplomatic protocol, and direct communication with senior officials is essential. Proven experience in executive calendar management, high-level travel coordination, and minute-taking is also required. Advanced proficiency in digital office software and process tools is necessary.
Skills
Executive Schedule Management, Travel Management, Protocol, Standard Operating Procedure Development, Communication, Data Analysis, Budget Management, Facility Operations, Digital Literacy