Administrative Officer, Office of the COO

1.    Executive and Operational Support

• Manage theCOO’s calendar, prioritize meeting requests, and coordinate travel, logistics,and briefing materials.
  
• Serve as theprimary point of contact for the COO’s Office, screening and prioritizingemails, calls, correspondence, and requests.
  
• Prepare,edit, and format executive summaries, operational reports, presentations, andmeeting materials.
  
• Organizemeetings between the COO and relevant teams, prepare agendas, capture actionpoints, track deadlines, and follow up on deliverables.
  
• Establishand maintain effective communication channels within the COO’s Office andacross teams.
  
• Develop andstrengthen administrative structures and workflows that support the effectivefunctioning of the COO’s Office.
  
• Maintainprofessional relationships with visitors, partners, collaboratingorganizations, and government stakeholders.
  

2.    Process Improvement and ProjectCoordination:

• Support the COO in streamlining cross-team workflows andstandardizing operating procedures.
  
• Track organizational and operational key performance indicators,milestones, and progress against agreed priorities.
  
• Coordinate special projects and strategic initiatives led by theOffice 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 practicalimprovements to enhance efficiency and accountability.
  

3.    Administrative Management

• Maintain organized, accurate, and confidential records for theCOO’s Office.
  
• Manage and monitor the COO’s Office budget, expenditures,procurement requests, invoices, and expense reports.
  
• Coordinate operational updates, policy communication, andadministrative 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 documentmanagement, confidentiality and reporting.
  

Requirements

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