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

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• 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.