Position:                                                       Regional Management Group Reporting and Administrative Officer

Reports to:                                                   Senior Regional Adviser Central and West Africa

Supervision of:                                             N/A

Duty station:                                                 Dakar, Senegal

Grade:                                                          5

Travel:                                                          Possibility for staff exchange after one year of service

Duration of contract:                                    Two years fixed term contract with possibility of extension, Senegalese nationals only

All NRC employees are expected to work in accordance with the organisation’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships.

The Central and West Africa Regional Office (CWARO) located in Dakar, Senegal, supports and provides oversight to NRC’s country programmes in Burkina Faso, Cameroon, the Central African Republic, the Democratic Republic of the Congo, Mali, Niger, and Nigeria. This position will provide support to the Regional Management Group (RMG) in driving forward NRC’s regional strategy. The RMG Reporting and Administrative Officer will coordinate the regional reporting processes as well as provide administrative support to the Regional Director.

Role and responsibilities

Generic responsibilities (max 10)

1. Ensure adherence with NRC policies, tools, handbooks, and guidelines
2. Implement delegated support function portfolio according to plan of action
3. Prepare and develop status reports as required by management
4. Ensure proper filing of documents
5. Promote and share ideas for technical improvement
6. Provide administrative support to the Regional Director
7. Coordinate the regional reporting process

Specific responsibilities

Support the Central and West Africa Regional Director with the following:

1. Ensure effective agenda time management, meeting commitments, and preparation for meetings.
2. Coordinate regional monthly meeting, including agenda, compilation of presentations, time management, and minute taking.
3. Responsible for setting up and coordinating RMG meetings, including drafting of agenda, identification of meeting venue and/or video conference, minute taking, and follow-up.
4. Responsible for setting up Extended RMG meetings including minute taking, follow up on actions and wider information sharing with CWARO and Country Offices Share the agenda before the Ext RMG and RMG meetings and the minutes afterwards with relevant staff and coordinate inputs from regional office staff in meetings when relevant.
5. In close coordination and collaboration with the Senior Regional Adviser, ensure all triannual meeting (T-meeting) invitations are sent out and conducted in time, as per the annual CWA T-reporting calendar, including minute taking and filing of these and the preparatory T-meetings. This includes ensuring action points are added in the CWA T-reporting action point tracker and coordinating follow-up on these with all CWARO units.
6. In close collaboration with the Regional Education Adviser, coordinate events including drafting of agenda, identification of meeting venue and/or video conference, minute taking, and follow-up for the West and Central Africa Regional Education in Emergencies Working Group.
7. Support CWARO Administration unit, with administrative arrangements related to events (including workshops) held by the NRC CWARO.
8. Other ad hoc tasks as identified by the RD.

Competencies

Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:

Professional competencies

These are skills, knowledge, and experience that are important for effective performance.

Generic professional competencies: 

• Documented results related to the position’s responsibilities
• Proven administrative skills within the NGO or related sector is an advantage
• Able to follow up on key tasks without detailed supervision
• Handle sensitive information professionally and with confidentiality

Context/ Specific skills, knowledge, and experience: 

• Written and verbal fluency in English and French are required
• Experience from working in a humanitarian/recovery context
• Knowledge of the context in Central and West Africa

Behavioural competencies (max 6)

These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies and the following are essential for this position:    Planning and delivering results

• Coping with change
• Empowering and building trust
• Planning and delivering results
• Communicating with impact and respect

Performance Management 

The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews:

• The Job Description
• The Work and Development Plan
• The Mid-term/End-of-trial Period Performance Review Template
• The End-term Performance Review Template
• The NRC Competency Framework

Closing date August 6, 2023