Administrative Officer, Office of the COO

1. Executive and Operational Support

- Manage the
COO’s calendar, prioritize meeting requests, and coordinate travel, logistics,
and briefing materials.
- Serve as the
primary point of contact for the COO’s Office, screening and prioritizing
emails, calls, correspondence, and requests.
- Prepare,
edit, and format executive summaries, operational reports, presentations, and
meeting materials.
- Organize
meetings between the COO and relevant teams, prepare agendas, capture action
points, track deadlines, and follow up on deliverables.
- Establish
and maintain effective communication channels within the COO’s Office and
across teams.
- Develop and
strengthen administrative structures and workflows that support the effective
functioning of the COO’s Office.
- Maintain
professional relationships with visitors, partners, collaborating
organizations, and government stakeholders.

2. Process Improvement and Project
Coordination:

- Support the COO in streamlining cross-team workflows and
standardizing operating procedures.
- Track organizational and operational key performance indicators,
milestones, and progress against agreed priorities.
- Coordinate special projects and strategic initiatives led by the
Office of the COO.
- Act as a liaison between the COO and administrative, operational,
and technical teams to ensure alignment and timely execution.
- Identify administrative bottlenecks and recommend practical
improvements to enhance efficiency and accountability.

3. Administrative Management

- Maintain organized, accurate, and confidential records for the
COO’s Office.
- Manage and monitor the COO’s Office budget, expenditures,
procurement requests, invoices, and expense reports.
- Coordinate operational updates, policy communication, and
administrative information flow across the organization.
- Oversee logistics, procurement activities, office requirements,
and administrative support related to the COO’s Office.
- Ensure compliance with internal procedures for document
management, confidentiality and reporting.

Requirements

- Bachelor’s degree in Business Administration,
Management, Operations, or a related field.
- At least 5
years of experience providing high-level administrative, executive, or
operational support, preferably in a complex, fast paced, and/or international
organization .
- Administrative and coordination skills: Strong ability
to manage schedules, organize meetings, track deliverables, follow up on
actions, and coordinate multiple priorities.
- Communication skills: Excellent written and verbal
communication skills, with the ability to prepare clear reports, presentations,
minutes, and correspondence.
- Technology proficiency: Strong proficiency in
Microsoft Office 365 and other productivity, project management, or
collaboration tools.
- Professional judgement: High level of discretion,
confidentiality, diplomacy, and sound judgement when handling sensitive
organizational information and stakeholder relationships.