The Regional Administration Coordinator will ensure effective agenda time management, meeting commitments and preparation for Regional Management Teams (RMG) and Regional Teams (RT) meetings, including follow-up and sharing of background documents, minute taking, follow up on actions and wider information sharing within the regional team and country offices. Ensure efficient coordination of the triannual T-reporting process between HO and RT and between RT and RT and countries, including meeting invites, minutes, follow up on action points, coordinating inputs to power points and HO report, and general overview of all deadlines linked to the process. Minute taker support upon request from members of the RMT in Nairobi when additional support is needed. Coordinate internal reporting and facilitate meetings between country offices the Regional Office and Head Office as required. Prepare and submit reports and analyses as requested. Ensure proper filing of all relevant documents. Event planning and preparation support. Coordinate and organise logistical arrangements for larger meetings/ conferences. Effective day to day management of office premises. Compliance and adherence to NRC policies, guidance and procedures and a specific responsibility for the functions policies and procedures. Support members of the Regional Management Team in Nairobi in procedures to generic responsibilities. Specific responsibilities: Support regional staff in meeting preparations and minute taking. Maintain and update the organisational chart for the office and regional team. Maintain ESA SharePoint Filing tree site for the regional team. Focal point for document upload/sharing for consultancies, evaluations etc. Maintain and regular update of Yearly events calendar – ensuring that all processes and events are included. Maintain calendar for RMT, ensuring that staff are updating leave, travels, etc. Support with internal communication as and when needed. Provide support to regional crisis management teams upon request. Coordinate inputs and draft regional SitReps (such as the Sudan SitRep, twice or thrice times per year). Support Regional Programme in drafting donor letters and getting signature from RD or equivalent. Support RMT in Nairobi in maintaining donors contact registry – including keep track of important donor contact in Nairobi and their details. Contribute to improving administrative processes in the regional team.
