Regional Admin Coordinator

Job Posting Organization:
The job posting organization is the Norwegian Refugee Council (NRC), which is a humanitarian organization established in 194

• NRC's mission is to help people forced to flee their homes due to conflict and disaster. The organization operates in over 30 countries worldwide, employing thousands of staff members dedicated to providing assistance and support to displaced individuals and communities. NRC focuses on various sectors, including education, shelter, and security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security, and aims to uphold the rights of refugees and internally displaced persons.

Job Overview:
The Regional Admin Coordinator plays a crucial role in ensuring the smooth and efficient operation of administrative functions within the regional team. This position involves managing office facilities, coordinating regional meetings and events, and acting as a liaison between the Regional Team (RT) and country offices. The coordinator is responsible for facilitating communication and support, assisting with the preparation and dissemination of reports, and providing overall administrative support to the Regional Management Team. The role requires effective agenda management, minute-taking, and follow-up on action points to ensure alignment of operational needs and plans. The coordinator will also support the triannual T-reporting process and maintain proper filing of documents, contributing to effective regional administration.

Duties and Responsibilities:
The duties and responsibilities of the Regional Admin Coordinator include:

• Ensuring effective agenda time management and preparation for Regional Management Teams (RMG) and Regional Teams (RT) meetings, including minute-taking and sharing of background documents.
• Coordinating the triannual T-reporting process between Head Office (HO) and Regional Team (RT), including meeting invites, minutes, and follow-up on action points.
• Supporting regional staff in meeting preparations and minute-taking.
• Maintaining and updating the organizational chart for the office and regional team.
• Managing the ESA SharePoint Filing tree site for the regional team and ensuring proper document upload/sharing.
• Maintaining a yearly events calendar and ensuring all processes and events are included.
• Supporting internal communication and coordinating inputs for regional SitReps.
• Assisting with logistical arrangements for larger meetings and conferences.
• Ensuring compliance with NRC policies and procedures. 1
• Providing support to regional crisis management teams as needed.

Required Qualifications:
The required qualifications for the Regional Admin Coordinator position include:

• A minimum of 3 years of experience in Administration, Management, or a relevant field.
• Proven administrative skills within the NGO or related sector.
• Ability to follow up on key tasks without detailed supervision.
• Strong research skills and experience.
• A bachelor's degree in administration, Management, or a relevant academic background.
• Ideally, knowledge of relevant NRC procedures and systems.
• Experience working in the humanitarian sector is preferred.
• Fluent in English, with knowledge of the regional context considered an asset.

Educational Background:
The educational background required for the Regional Admin Coordinator position includes a bachelor's degree in administration, Management, or a relevant academic field. This educational foundation is essential for understanding the administrative processes and management principles necessary for the role.

Experience:
Candidates for the Regional Admin Coordinator position should have a minimum of 3 years of experience in Administration, Management, or a related field. This experience should ideally be within the NGO sector or a similar environment, demonstrating the ability to manage administrative functions effectively and efficiently.

Languages:
Fluency in English is mandatory for this position. Knowledge of additional languages relevant to the region may be considered an asset, enhancing communication with diverse stakeholders and partners.

Additional Notes:
The position is based in Nairobi, Kenya, under a national employment contract with a duration of two years fixed term. The role may require occasional travel of up to 5%. The position is full-time, and the organization emphasizes a commitment to safety and well-being, fostering a positive working culture where employees feel valued and supported. NRC has a zero-tolerance policy towards exploitation and abuse, ensuring a safe environment for all employees.