EXECUTIVE ASSISTANT TO FO DIRECTOR

Location: Nairobi, Kenya

The Need

International Justice Mission’s (IJM) field offices are the frontlines for IJM’s mission to seek justice. Each field office is led by a Field Office Director charged to oversee internal administration, projects, and cases, and to build and fortify external partnerships. IJM is seeking a highly organized, detail-oriented individual with a passion for administration and a desire to serve alongside IJM Kenya’s leadership as they shape the future of the field office. This position allows you to use your administrative gifts in a fast-paced environment to maximize the work of the Field Office Director and the administrative department, while developing new systems and processes for improving efficiency and workflow. This position is based at IJM Kenya in Nairobi and reports to the Field Office Director.

Represent the Field Office Director

• Draft and/or edit correspondence including memoranda, reports, e-mails, and other documents on behalf of the Field Office Director to ensure excellence in all communication from the Field Office Director’s office;
• Flag and ensure follow-up on significant pieces of e-mail and other correspondence, and reply on behalf of the Field Office Director when appropriate;
• Serve as the primary point of contact for the Field Office Director’s office, communicating questions and concerns appropriately to the Field Office Director; and
• Along with the other members of the Executive and Administrative Departments, model excellence and professionalism for the organization in attire, language, attitude, and demeanor; and
• Facilitate and identify potential networks with NGOs and government agencies to help develop sustainable partnerships.

 Scheduling and Meeting Preparation

• Work with the FOD to ensure maintenance of FOD’s calendar based on agreed upon priorities including scheduling time for essential tasks; and
• Create and and/or compile draft agendas and briefing material for upcoming meetings and retreats generated by the FOD’s office, including creating visuals, memorandums, and handouts.

 Task Management and Meeting Follow-up

• Attend and take notes at meetings and effectively extrapolate complex strategic concepts in a concise, accurate manner;
• Compile and edit notes that appropriately summarize the content of the meeting and flag relevant follow-up;
• Track FOD’s Office deadlines based on agreed upon priorities and deadlines assigned by other entities;
• Ensure appropriate follow-up from all meetings including distributing meeting notes, flagging follow-up items, scheduling next steps, and facilitating progress on action items; and
• Advance action items for the FOD’s weekly meetings with his direct reports, senior leadership meetings, Board meetings and other meetings as needed.

 Special Event Coordination

• Coordinate and execute, under the direction of the FOD and in partnership with the Administration Department, IJM Kenya annual staff retreat and quarterly prayer retreats, including theme implementation, scheduling, logistics management, volunteer recruitment, staff communication, and supply procurement.

General Administration

• Maintain confidential physical and electronic files and records for the FOD; and
• Coordinate travel arrangements, draft agendas and correspondence;
• Provide information and assistance in person and on the phone on a variety of matters;
• Assist the Field Office Director in writing, editing and submitting external and internal reports;
• Assist the Field Office Director in administrative tasks, as required, including but not limited to: scheduling, tracking and submitting finance reports, and errands for the office.

Required Skills and Experience

• Bachelor’s degree in Business Administration or equivalent work experience;
• At least two years of experience providing executive-level administrative support in a fast-paced, professional environment;
• High level of proficiency with Microsoft Office (including Word, Excel, PowerPoint), experience with Microsoft Outlook and Microsoft SharePoint preferred; knowledge of Windows XP/7 is necessary;
• Exceptional ability in written and oral communications in English and Kiswahili;
• Superior administrative capacity to multitask and manage detailed projects with minimal oversight;
• Proven ability to establish and maintain complex systems and processes used to manage large volumes of information and to prioritize tasks;
• Adept at providing quality customer-service to a variety of constituencies; and
• Demonstrated ability to develop effective working relationships and work as part of a team.

 Critical Qualities

• Mature orthodox Christian faith as defined by the Apostles’ Creed;
• Friendly, professional demeanor and composure under pressure;
• Meticulous attention to detail and disciplined with priorities;
• Unparalleled ability to follow-through with tasks to see them to completion;
• Ability to influence;
• Highly developed Emotional Intelligence (EQ) and mature judgment;
• Self-starter with strong initiative and resilience;
• Adept at creative problem solving;
• Flexible; and
• Desire to serve and passion for administrative work.

The Mission

The mission of International Justice Mission is to protect people from violent forces of injustice by securing rescue and restoration for victims and ensuring public justice systems work for the poor.

Send Job Application, Resume, Cover Letter & Statement of Faith*

By E-mail (preferred method):

kenyarecruiting@ijm.org

By Mail:

International Justice Mission

PO Box 25743

Nairobi, Kenya 00603

*What is a statement of faith? A statement of faith should describe your Christian faith and how you see it as relevant to your involvement with IJM. The statement can either be incorporated into the cover letter or submitted as a separate document and should include, at a minimum, a description of your spiritual disciplines (prayer, study, etc.) and your current fellowship or place of worship.

Categories: ASSISTANT, BUSINESS ADMINISTRATION, NGO