Executive Officer’s Vacancy at IPPFAR

1. JOB PURPOSE
The International Planned Parenthood Federation (IPPF) is a global service provider and one of the leading advocates of sexual and reproductive health and rights (SRHR) for all. IPPF is a worldwide movement of national organizations, referred to as Member Associations, working with and for communities and individuals. The IPPF Secretariat comprises of a London Office and six Regional Offices. The IPPF Africa Region (IPPFAR) is one of the leading providers of quality sexual and reproductive health (SRH) services in Sub-Saharan Africa and a leading SRHR advocacy voice in the region.

Headquartered in Nairobi, Kenya, the overarching goal of IPPFAR is to increase access to SRHR services to the most vulnerable youth, men and women in sub-Saharan Africa. To reach this goal, IPPFAR works with governments, the African Union (AU), regional economic commissions (RECs), the Pan-African Parliament, the United Nations, among others, to expand political and financial commitments to SRHR in Africa. IPPF ARO tackles the continent’s growing SRH challenges through a network of Member Associations (MAs), strategic partners and volunteers in 39 countries. For more information, please read our 2021 profile (in English and French) here.

IPPF ARO is looking for a dynamic, versatile and highly-organized Executive Officer to perform personalized administrative duties for senior management. In this role, the postholder will be responsible for, amongst other tasks, scheduling meetings, taking notes, handling correspondence and make travel arrangements on behalf of the Regional Director.

Interested candidates should exhibit excellent organizational skills and work autonomously to provide customized administrative support. The role will work closely with other Senior Management Team members, as well as a wide range of external stakeholders including regional and overseas media, Member Associations, Government, donors and partners.

2. KEY TASKS & RESPONSIBILITIES
• Reporting to senior management and performing secretarial and administrative duties.
• Developing, coordinating and implementing the Regional Director’s office programme budget
• Typing, formatting, and editing reports, documents, and presentations.
• Entering data, maintaining databases, and keeping records.
• Liaising with internal departments, answering calls and making travel arrangements.
• Managing internal and external correspondence on behalf of senior management.
• Scheduling appointments, maintaining an events calendar, and sending reminders.
• Copying, scanning, and faxing documents, as well as taking notes.
• Preparing facilities for scheduled events and arranging refreshments, if required.
• Ordering office supplies and replacements, as well as managing mail and courier services.
• Observing best business practices and etiquette.
• Undertaking any other reasonable duties as may be requested from time to time.

3. EDUCATION & QUALIFICATIONS
A first degree in Social Sciences, International Relations, Communication, Business administration or any other related field.

4. PROFESSIONAL EXPERIENCE
• A minimum of one-year executive level support experience, ideally in an international setting, including office management, administration and secretarial support, is desirable
• Qualified youth, women and persons leaving with disabilities are encouraged to apply.

5. SKILLS
• Outstanding interpersonal skills – articulate, tactful and diplomatic.
• Flexible, team player
• Excellent writing/drafting skills.
• Excellent time management skills to meet tight deadlines.
• Excellent office management skills, including proficiency in appointment scheduling software such as MS Outlook, as well as conference calls apps (Teams/Zoom, etc.)
• Fluent English; good working knowledge of French desirable
• Advanced level IT skills – Extensive experience in creating documents and spreadsheets, using office software such as MS Word, Excel, and PowerPoint.

6. ADDITIONAL REQUIREMENTS
• Discretion and trustworthiness: you will often be party of confidential information
• Shows awareness of and demonstrates sensitivity to the multi-cultural environment in which IPPF operates.
• Supportive of a woman’s right to choose and to have access to safe abortion services.
• Willingness and availability to travel regularly in the region (no more than 30 percent of work time)

Interested individuals should submit an application form in the IPPFARO CV form (attached) and a 1-page cover letter to: hroffice@ippf.org with the job position you are applying for as the subject of the email by 29 April 2022.

Please note that we will not consider applications that are not done in the requested format.

IPPF is an equal opportunity employer.

“Applications are particularly encouraged from women, persons living with disability, and candidates openly living with HIV.”

IPPF has​ been made aware of various fraudulent vacancy announcements circulated via e-mail from websites falsely stating that they are issued by or in association with IPPF.  These correspondences, which may seek to obtain money from the recipients of such correspondence are fraudulent and IPPF does not charge a fee at any stage of the recruitment process (application, interview, meeting, processing, training or any other fees)… https://africa.ippf.org/about-us/jobs-and-opportunities/job/executive-officer