Regional Executive Support Manager (RESM)

Job Posting Organization:
The International Rescue Committee (IRC) is a prominent humanitarian organization that was founded in 1933 at the behest of Albert Einstein. The IRC is dedicated to responding to the world's most severe humanitarian crises, providing essential services to restore health, safety, education, economic wellbeing, and empowerment to individuals affected by conflict and disaster. With operations in over 40 countries and 29 U.S. cities, the IRC is one of the largest international non-governmental organizations (INGO) globally. The organization employs a diverse workforce committed to delivering impactful solutions that help millions of people regain control over their lives and strengthen their communities. The IRC's mission is to provide aid and support to those in need, ensuring safety, dignity, and hope for a better future. The organization values solutions-driven individuals who are passionate about making a positive difference in the lives of others.

Job Overview:
The Regional Executive Support Manager (RESM) plays a vital role within the West Africa & Central Africa (WACAR) Regional Teams, focusing on delivering exceptional administrative and office support services to ensure the smooth operation and high performance of the WACAR Regional Leadership Teams. This position requires a blend of management, organizational, and communication skills to effectively collaborate with the Regional Vice President, Regional Leads, and Country Directors. The RESM is responsible for a wide range of administrative tasks, including managing complex office logistics, coordinating meetings, providing IT support, and overseeing travel arrangements for senior leaders. The role also involves event planning, communication support, and data analysis to facilitate decision-making within the region. The RESM must demonstrate a proactive approach, strong attention to detail, and the ability to work independently in a fast-paced environment while maintaining high standards of professionalism and confidentiality.

Duties and Responsibilities:
The duties and responsibilities of the Regional Executive Support Manager include:

• General Administration for Regional Team (60%): - Provide senior-level office management support to the Regional Vice President, Deputy Regional Director, and teams, including managing complex office logistics, calendaring, meeting requests, and archiving. - Organize inter-departmental meetings by developing and distributing comprehensive agendas, taking and sharing notes, preparing presentations, and following up on action plans. - Provide IT support by coordinating with the IT service desk and maintaining the WACAR RescueNet intranet space. - Handle daily incoming calls, inquiries, and emails, ensuring effective communication and support for regional outreach. - Collaborate with the GREWS I-HUB finance and procurement team to raise purchase requests and maintain a financial tracker for regional visits.
• Travel Support: - Coordinate end-to-end logistics for IRC Senior Leaders' travel and field visits, including itinerary design, briefing materials, and real-time adjustments. - Follow up on travel details, visas, accommodations, and schedules for senior visitors. - Support onboarding needs for new regional team members.
• Event Planning and Delivery: - Develop and manage comprehensive WACAR Regional calendars, ensuring seamless execution of critical engagements/events. - Organize regional conferences and workshops, including logistics, catering, and expense reconciliation. - Capture key takeaways from events and follow up on action items.
• Analysis Support for the Region (20%): - Collate information from seminars, conferences, and workshops, and create data for Regional SMT decision-making. - Support in creating data dashboards as directed by the Regional Vice President and Deputy Regional Director.
• Communications (20%): - Provide high-level communication support to the Regional Vice President and Deputy Regional Director, managing calendars, meetings, and email correspondence. - Maintain and update the region’s external contact list and internal mailing lists. - Produce polished written communication in English and French as directed. - Support in preparing internal communication as requested by leadership.

Required Qualifications:
The required qualifications for the Regional Executive Support Manager position include: - Proactive qualities and foresight in work execution. - Strong communication and interpersonal skills, with the ability to work effectively across a large, complex non-profit organization. - High discretion and ethics in senior-level environments. - Confidence in engaging with C-suite and VP-level leaders, managing high-level events and protocol requirements. - Excellent organizational skills, with the ability to work independently in a fast-paced, detail-oriented environment. - Proven attention to detail, with the ability to track and process multiple details simultaneously. - Strong visual skills for preparing charts and graphs in Excel and PowerPoint. - Familiarity with AI tools is an asset. - Flexible work attitude, capable of working productively in both team and independent settings. - Trustworthiness and ability to maintain confidential information. - Solid writing and editing skills for drafting and editing professional documents in English and French. - Strong computer skills, proficient in MS Outlook, Word, Excel, PowerPoint, and adaptable to new applications.

Educational Background:
The educational background required for the Regional Executive Support Manager position includes a Bachelor’s degree in business administration or a related field. This educational foundation is essential for understanding the complexities of administrative management and supporting senior leadership effectively.

Experience:
Candidates for the Regional Executive Support Manager position should have 4 to 5 years of experience in a similar role, preferably within an INGO environment. This level of experience is crucial for developing the necessary skills and competencies to manage high-level administrative tasks and support senior leaders effectively.

Languages:
The mandatory language requirement for this position is proficiency in English and French, as the role involves producing written communication in both languages. Additional language skills may be considered an asset but are not explicitly required.

Additional Notes:
The position is based in Nairobi, Kenya, and operates within a standard office work environment. The role is full-time and may involve occasional travel within the region. The IRC adheres to professional standards and core values, including integrity, service, equality, and accountability, ensuring a safe and supportive work environment for all employees.