Role Overview

The Oxfam Kenya - Executive Assistant leads the implementation of assigned components of the transition plan under the guidance of the Oxfam Kenya Board, Oxfam International Secretariat (OIS), Confederation Development Department and the Executive Director for Oxfam Kenya. This role is the nexus of the OKE Board leadership support and Oxfam organisational management. 

The position will oversee the day-to-day transition operations of the OKE Affiliation journey. It will also be the OKE Board Liaison and responsible for providing executive, administrative, and logistical support to the OKE Board Committees and the Executive Director throughout Oxfam Kenya's affiliation journey.

The successful candidate will manage the executive agenda by ensuring that strategic initiatives move forward while maintaining daily OKE transition affiliation operations in balance. Effective communication skills, stakeholder engagement, and coordination support are essential for the candidate to possess.

KEY RESPONSIBILITIES

Affiliation and Transition Implementation

• Support the development and maintenance of key institutional documents.
• Maintain clear records of the stages of the transition process and monitor implementation progress.
• Manage various consultancies/commissioned work as part of the overall transition plan.
• Proactively identify and escalate potential risks that could impact the affiliation process.
• Monitor the transition budget and provide regular updates and reports as required.

Executive Support

• Serve as the OKE Board Chair’s administrative liaison to the Oxfam International ecosystem.
• Manage the Oxfam Kenya strategic calendar including planning and coordinating.
• Prepare deliverables such as drafting letters, talking notes, and other tasks to facilitate effective steering of the organization.
• Prioritize conflicting needs, handle matters expeditiously, and follow through on projects with deadline pressures.
• Maintain discretion, confidentiality, and compliance with applicable rules and regulations regarding board and committee matters.
• Provide logistical and administrative support to the Oxfam Kenya Board of Directors and to the Oxfam Kenya Executive Director.
• Support the Executive Directors weekly, bi-weekly and monthly calls including the development of the agenda and facilitating the meetings on the relevant meeting platforms.
• Serve as the primary liaison with the Finance department and support oversight of the Executive office and Board budgets.
• In collaboration with the OKE/OIS legal team, coordinate the legalisation and authorisation of all necessary documents as is required by the relevant governing bodies in Kenya and other related statutory requirements.

Board Meeting Coordination

• Schedule and coordinate all aspects of board meetings, including securing meeting venues, sending out invitations, and preparing meeting materials.
• Ensure timely distribution of necessary documentation, reports, and presentations to board members.
• Assist in the preparation of meeting agendas and take accurate minutes during board meetings.
• Manage effective contacts and relationships with Board Members, including arranging travel, expense reimbursements, and meeting logistics.
• Develop strong relations with the board members and efficiently coordinate different board committee meetings.

Communication Liaison

• Act as the primary point of contact for board members, facilitating communication between board members and the executive leadership.
• Coordinate correspondence, emails, and other pieces of communication on behalf of the board and the Executive Director.
• Maintain confidentiality of sensitive information related to the board and the Executive Directors office.
• Provide liaison services to donors, government officials, and other relevant partners on behalf of Oxfam Kenya and the Executive Director.

Record-Keeping and Documentation

• Maintain accurate records of board meetings, resolutions, senior management meetings and related official documents.
• Organize and manage electronic and physical filing systems for board-related materials and the senior management team.
• Support the preparation and distribution of board-related reports and presentations.

Support Strategic Initiatives

• Collaborate with executive leadership and board committees to support the implementation of strategic initiatives and projects.
• Conduct research and compile data to support decision-making processes and strategic planning efforts.
• Assist in the preparation of reports and presentations for board meetings and strategic planning meetings.

Administrative and Logistics Support

• Provide general administrative support to the executive leadership and other members of the organization as needed.
• Assist in the coordination of special events, retreats, and other board-related activities.
• Perform other duties and responsibilities as assigned by Executive Director.
• Coordinate logistics for key meetings related to the affiliation process, ensuring effective communication and documentation.
• Liaise with key stakeholders involved in the affiliation process to ensure alignment and collaboration.

Knowledge and Information Management

• Provide regular progress reports and project updates to the Executive Director and key stakeholders.
• Manage all information effectively to support decision-making and information sharing.
• Contribute to the continuous improvement of affiliation-relevant processes and tools.
• Capture, document, and share best practices and learnings from the affiliation process with relevant stakeholders.

Person specification

Most importantly, every individual at Oxfam needs to be able to:

• Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, COURAGE, SOLIDARITY and EQUALITY (read more about these here).
• Ensure you commit to our ORGANIZATIONAL ATTRIBUTES (including adhering to the Code of Conduct).
• Be committed to our feminist principles, and to applying them in your day-to-day behaviour and your work. Be ready to keep learning, with accountability to those who experience oppression as a result of their identities, such as their gender, race/ethnicity, disability, class, or LGBTQIA identity."
• Be committed to undertaking Oxfam’s safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.

Technical skills, experience and knowledge

• Bachelor's degree in a relevant field (e.g., International Development, Business Administration, Project Management etc) and a minimum of 7 years of related experience providing direct executive support to a senior manager preferably in a non-profit environment, supporting governance and executive structures.
• Sound working knowledge of managing a senior executive’s calendar, scheduling, and preparing for meetings.
• Good knowledge of acting as an executive’s gatekeeper and able to work under pressure.
• Impressive relational skill – able to support the management of an executive’s direct reports, donors, and related stakeholders both internal and external.
• Excellent oral and written skills – able to learn quickly.
• Previous experience in project coordination, preferably within the development sector.
• Strong organizational and coordination skills, with the ability to manage multiple tasks simultaneously.
• Proactive problem-solving ability and a high level of attention to detail.
• Excellent communication and interpersonal skills, with the ability to work effectively with diverse stakeholders.
• Proficiency in information management and use of relevant software tools.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Ability to work effectively in a fast-paced and changing environment.
• Ability to work without close supervision and to follow verbal and written instructions.
• Discretion and confidentiality in handling sensitive information.
• Professional demeanour and the ability to interact professionally with board members, executives, and staff at all levels.

How to apply:

As part of your online application, please upload your up to date CV and Cover Letter explaining your suitability against the essential criteria in the job profile.  

Our values and commitment to safeguarding

Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom Oxfam GB engages. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. Oxfam GB also participates in the Inter Agency Misconduct Disclosure Scheme.  In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.

About us

Oxfam is a global community who believe poverty isn’t inevitable. It’s an injustice that can be overcome. We are shop volunteers, women’s right activists, marathon runners, aid workers, coffee farmers, street fundraisers, goat herders, policy experts, campaigners, water engineers and more. And we won’t stop until everyone can live life without poverty for good.

Oxfam GB is a member of international confederation of 21 organisations working together with partners and local communities in the areas of humanitarian, development and campaigning, in more than 90 countries. 

A thriving diverse Oxfam:

It’s people power that brings about change. To play our part as a global organisation working to overcome poverty and inequality, we need equality, diversity and inclusion across our community of staff, partners and volunteers. Together, we’re committed to becoming a more diverse workforce, better able to tackle the global challenges that face our world today.

To do that:

• We need to dismantle the unequal power structures that exist everywhere, this including Oxfam and the wider development and charity sectors.
• We need an inclusive Oxfam where everyone can bring who they are to our work and feels celebrated for the differences they bring.
• We want and need everyone, and that means we need you.