The Department Manager is responsible for a wide range of administrative and office support services for the West Africa Regional Team. She/He will maintain excellent management and communications systems to enable the team to perform at the highest possible levels. The position reports to the Regional Vice President (RVP) and works closely with Regional Management Team.
•Maintain and coordinate an effective calendar and filling system, ensuring the RVP’s competing demands are effectively managed.
•Proactively manage calls and correspondence, including preparation of responses and briefing notes as required, keeping the RVP updated.
•Maintain a high level of awareness of matters coming into and out of the RVP’s office to effectively respond to enquiries and exercise sound judgement on the manner of response.
•Support in the preparation and translation of internal and external communication as requested by Regional Vice President and Regional Management Team.
•Provide office management support to the West Africa Regional office inclusive of general office organization, monitoring and maintaining office supplies, handling mail and shipments and filing sys-tem as required.
•Organize and execute regional conferences and workshops as assigned, inclusive of setting agen-das, arranging venues, travel, catering, taking notes and following up on action items as required.
•Follow up on travel details, visas, accommodations, and coordinate schedules for visitors to the re-gion as required.
•Support the Regional Management Team in preparing payment request and reimbursements.
•Maintain and update the region’s external contact list as well as the internal regional mailing lists.
•Support office set up planning and serve as a liaison with other departments to plan and organize ef-fective office space.
•Under the direction of the Regional Vice President, assist with other departmental needs and special projects.
Key Working Relationships:
Position Reports to: Regional Vice President
Other Internal and/or external contacts:
- Regional Functional Directors and Technical Advisors, HR coordinator, Finance coordinator
-Country Programs Teams: Country Directors and Senior Management Teams
-Frequent contact with HQ & Global Staff
-INGO Counterparts, Legal Counsel, Governmental & official entities.
Education: Bachelor’s degree in Business Administration or any related field.
Work Experience: 4 to 5 years of experience in a similar role, preferably working in INGO environment
Demonstrated Skills and Competencies:
•Strong communication and interpersonal skills: demonstrated ability to work effectively across and with-in a large, complex non-profit organization, both laterally and vertically, and diplomatically communicate with a variety of people in a multi-cultural environment.
•Excellent organizational skills: the ability to work independently in a fast-paced, detail-oriented environ-ment and efficiently organize the workflow of a fast-paced team.
•Proven attention to details: the ability to track and process multiple details simultaneously and accurate-ly.
•Solid writing and editing skills: the ability to draft and edit professional documents and correspondence in both English and French.
•Strong visual skills: the ability to assist with preparation of charts and graphs in Excel and PowerPoint.
•Flexible work attitude: the ability to work productively in a team environment and independently.
•Trustworthy with an ability in maintaining confidential information.
•Strong computer skills: ability to work effectively and accurately with MS Outlook, Word, Excel, Pow-erPoint, and to adapt to new applications.
Working Environment: The position is based in Dakar, Senegal with standard office work environment.
IRC and IRC employees must adhere to the values and principles contained in the IRC WAY (Standards of Professional Conduct). They are Integrity, Equality, Service and Accountability. In accordance with these values, IRC operates and makes policies on the protection of beneficiaries from exploitation and abuse, child protection, workplace harassment, financial integrity, and retaliation.
Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.
IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.#LI-GR2