(Executive Support Associate) – Nairobi, Kenya – Together for Inclusion (TOFI)

(Executive Support Associate) – Nairobi, Kenya – Together for Inclusion (TOFI)

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• Position: Executive Support Associate
• Company: Together for Inclusion (TOFI)
• Location: Nairobi, Kenya
• Type of Job: Non-Management (National Staff)
• Application Deadline: November 26, 2024
• Reporting to: Country Representative
• Contract Duration: 1 Year (with the possibility of extension based on performance and funding)

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Introduction

Together for Inclusion (TOFI) is a leading non-profit organization headquartered in Edmonton, Canada, with a strong presence in Kenya, Somalia, and Ethiopia. TOFI implements diverse projects focusing on peacebuilding, GBV survivor support, women and girls’ empowerment, and community recovery efforts, enabling societies to transition away from conflict. With a mission grounded in professionalism, integrity, and respect for diversity, TOFI offers a dynamic and inclusive work environment for employees passionate about making a difference. This position is based in Nairobi, Kenya, and is open exclusively to Kenyan nationals.

If you have a strong background in executive administration, impeccable organizational skills, and a drive to work in a culturally rich, high-impact environment, this role is for you.

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Key Responsibilities

Administrative Support

• Manage the Country Representative’s calendar by arranging appointments, screening calls, and ensuring meeting rooms are well-prepared.
• Organize high-level meetings with officials and receptions hosted by the Supervisor.
• Draft non-substantive correspondence, reports, and documents, ensuring all sensitive materials remain confidential.
• Oversee administrative procedures such as travel and hospitality expenses, ensuring timely execution.

Information Management

• Manage the flow of information within the office, prioritizing urgent tasks for the Country Representative’s attention.
• Prepare and route correspondence, attaching pertinent background information and maintaining a reliable follow-up system.
• Maintain an efficient file management system per TOFI policies, including general and confidential documentation.

Protocol and Communications

• Ensure protocols are followed for high-level visitors, providing necessary background information.
• Draft briefing materials for the Supervisor, including meeting agendas and travel details.
• Maintain updated lists of key contacts, including government officials and members of the diplomatic corps.

Event Coordination

• Coordinate events and workshops, ensuring all logistical and administrative details are flawlessly executed.
• Prepare informal translations as needed and ensure seamless communication during multi-lingual meetings.

General Duties

• Perform additional tasks as required to ensure the smooth functioning of the office.

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Qualifications and Skills

Education

• Bachelor’s degree in Business Administration, Human Resources, Office Management, or related fields.

Experience

• At least 3 years of experience in administration, travel arrangements, or event organization.
• Proven ability to draft professional correspondence and reports in English.

Skills

• Exceptional organizational and time management skills, with the ability to handle multiple priorities.
• Outstanding interpersonal and communication skills with an adaptable, diplomatic demeanor.
• Proficiency in creating talking points, background notes, and presentations.
• Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint).

Languages

• Fluency in written and spoken English.

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Essential Traits

• Honesty: Demonstrates integrity and ensures accurate representation of information.
• Communication: Articulates needs clearly while maintaining professional decorum.
• Relationship Building: Fosters trust within teams and external stakeholders.
• Cultural Awareness: Displays sensitivity to the expectations and nuances of diverse communities.
• Endurance: Maintains productivity under demanding work schedules.

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Company Culture and Values

TOFI is deeply committed to creating a work environment that values diversity, professionalism, and integrity. Employees are encouraged to grow within their roles, contribute to meaningful societal impact, and collaborate with a team passionate about change.

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How to Apply

Interested candidates must submit the following by November 26, 2024:

• Cover Letter: Outlining personal motivation for applying and key qualifications.
• Updated CV: Detailing relevant experience.

Applications should be sent via email to KEN.recruitment@tofiso.org. Only submissions through this email will be considered.

Note: Applications will be reviewed on an ongoing basis due to the urgency of filling this position.

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10 Expert Tips to Be a Successful Applicant for the Executive Support Associate Role

1. Tailor Your Resume: Highlight relevant experience in administrative support, communication, and event coordination. Use action verbs such as “coordinated,” “managed,” or “organized.”
2. Customize Your Cover Letter: Focus on TOFI’s mission and values. Mention how your skills align with their focus on peacebuilding and community recovery.
3. Highlight Key Skills: Emphasize organizational skills, attention to detail, and the ability to handle confidential information.
4. Use Keywords: Incorporate terms from the job description, such as “calendar management,” “confidential correspondence,” and “event organization,” to pass ATS screenings.
5. Show Cultural Awareness: Provide examples of working in multicultural settings or adapting to diverse team dynamics.
6. Focus on Communication: Demonstrate excellent written and verbal communication skills by referencing specific accomplishments.
7. Provide Specific Examples: Mention times when you successfully managed multiple priorities or improved administrative processes.
8. Include Relevant Certifications: If you have certifications in Office Management, Microsoft Office Suite, or similar, ensure they are highlighted.
9. Prepare for Interviews: Research TOFI’s projects in Kenya and align your answers with their impact areas, such as GBV survivor support or peacebuilding initiatives.
10. Professional Email Presentation: Ensure your email subject line includes your name and the position title, e.g., “Jane Doe – Executive Support Associate Application.”

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