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Job purpose

• The Officer working with the Operations Manager, West and Central Africa will manage and perform confidential program management and administrative functions to ensure the Director, West & Central Africa’s, operations flow smoothly. Through the Operations Manager, he/she will provide direct support to the Director, West & Central Africa’s office, managing and coordinating all administrative matters, financial programs, and technical matters requiring the Director, West & Central Africa’s direct attention.

Duties and responsibilities

Meeting and event coordination: 

• Support in planning and coordinating conferences and events, quarterly Manager’s meetings, all staff meetings, resource mobilization meetings, and regular remote meetings. This will typically entail developing or compiling a meeting agenda, taking & synthesizing meeting notes, and following up with relevant action points. 
• Develop presentation slides to be used at meetings. 

Administrative support: 

• Work with the Finance team to reconcile the Director, West & Central Africa advances, expenses, etc., and ensure proper filing of any related documentation; manage the Director, West & Central Africa’s calendar/s.
• Liaise with office administration teams to arrange for travel logistics as needed.

Internal Communications: 

• Working closely with the designated staff, support, draft, edit, and proofread internal communications such as the newsletters, ensuring clarity and consistency. 
• Collate and draft country monthly reports, highlighting success stories and special interest stories, and craft compelling narratives with visuals.
• Support the writing of a WCA quarterly newsletter and other publications as required.

Operations Support: 

• Support the day-to-day administrative and operational tasks while ensuring the functionality of the WCA office. 
• Scheduling meetings, managing calendars, and organizing digital and physical files. 
• Support logistics for WCA events, workshops, or meetings, including venue booking, material preparation, refreshments, and attendee management.
• Help manage WCA office supplies and the functioning of the office equipment while also assisting with retirement compilations. 
• Perform data entry and maintain accurate records for various WCA operational metrics.

Operational policy reviews: 

• Through the Operations Manager, support the Director, West & Central Africa in reviewing, developing, and/or synthesizing operational policies as needed.

Other: 

• Provide stopgap support/capacity to other departments in the Country as needs arise.
• Perform any other tasks as may be assigned from time to time, with the approval of the Operations Manager, WCA.

Key Performance Indicators

• Special projects, meetings, and events, completed and delivered within agreed timeframes. 
• Appropriate storage of all files and documents is maintained. 
• All internal and external reports/minutes were delivered on time and accurate. 
• Accurate expense reconciliation with nil audit or compliance issues. 
• 100% schedule and calendar management.

Requirements

Qualifications

•  A bachelor’s degree in a related field and at least 1-2 years of relevant professional experience 
• Tech-savvy and experienced in using a broad range of cloud-based tools and systems, including Google Apps (Docs, Sheets, Slides, Forms, etc.), Slack, etc
• Outstanding writing, presentation and communication skills.
• Exceptional attention to detail, coordination and organizational skills
• A creative thinker, quick learner, hard worker, able to clearly, proactively, and professionally communicate and juggle team priorities and competing deadlines
• Emotionally intelligent and able to build and maneuver professional relationships 

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