The Busara Center for Behavioral Economics is seeking qualified individuals for the position of Team Administrative Assistant. This person will serve as the primary administrative support for the senior teams and projects, and serve as a liaison with our other international offices. In addition, the role is required to handle all travel arrangements for teams traveling both locally and at global level.
The successful candidate will work under the leadership and the day to day supervision of the Senior Operations Manager. The job requires frequent interaction with other divisional units, staff in other locations (locally and internationally), government officials, consultants and external organizations.
Travel coordination and booking
Coordinate and book air travel for all Directors, project team members, and visitors in our Nairobi and international offices who are traveling for official Busara business. This includes:
- Preparation of travel requests,
- Hotel reservations,
- Visa applications,
- Flight reservations,
- Requests for daily subsistence allowance,
- Airport transfers, etc.
Liaise with the Operations Assistant to coordinate local ground transport for all travelers and visitors.
Provide all travel itineraries to the Senior Operations Manager in order to track staff movements and plans.
Communicate with Directors and project team members full details of travel plans booked.
Serve as the first point of contact for Directors and project team members who have questions or issues with any travel bookings.
Events coordination, visitor engagement, and office logistics
Assist in the scheduling, preparation, communication, and logistical planning for various events, e.g. conferences, workshops, etc. both in Nairobi and our international offices as needed.
Offer travel related support for external visitors to the Nairobi office and coordinate visitor support with Busara’s international offices as needed.
Maintain a schedule of all visitors to Busara’s offices and communicate it regularly to the organization.
Serve as the first point of contact for all visitors to Busara’s Nairobi office.
Administrative, operational, and logistical support for project teams
Serve as the primary person responsible for project logistical support, which may require coordinating activities with Operations Managers in Busara’s international offices.
Respond to non-routine project issues creatively and resourcefully.
Track and report on appropriate aspects of the teams’ operational activities.
Track assigned tasks/project steps/timetables using modern office management technologies, and coordinate with relevant staff, provide assistance and/or information on project-related matters.
Coordinate schedules for project teams, taking current and future priorities into account.
Anticipate, monitor, and communicate changes and information, including project scheduling, managing Directors, coordinating travel, and handling meeting schedules for the Engagement Directors.
Respond to diverse inquiries and make logistical decisions based on sound judgment where multiple courses of action are possible.
Serve as a backup to other staff and Assistants on project and administrative tasks.
Maintain up-to-date project files (both paper and electronic) and retrieve project data from various sources.
Draft correspondence (standard letters, memos, emails etc.) conforming to the Organization’s regional standards, using proper grammar, punctuation and style and proofread materials and provide assistance in editing large documents;
As needed, attend meetings, draft minutes, and ensure timely circulation of notes and follow ups.
Clearly communicate information and invitations for office events and any logistics related to project teams.
Review and screen incoming correspondence for the senior teams’ and prioritize documents according to action required.
A Bachelor’s degree in business administration, social sciences, or a related field I
At least two (2) years of directly relevant experience.
Previous exposure and experience in dealing with senior team members. Previous experience or exposure as an Team Administrative Assistant is an advantage.
Excellent oral and written communication skills, including the ability to draft and edit a variety of correspondence and ensure quality of written outputs for clarity of message.
Excellent interpersonal and intercultural communications skills, maturity and ability to interact responsively and tactfully with staff at all levels, with demonstrated good judgment and discretion.
Excellent organizational skills and demonstrated ability to multitask and judge priorities under extremely tight deadlines.
Proven ability to ensure total discretion, confidentiality, and strong personal ethics.
Demonstrated ability to be proactive, exercise sound judgment, and use problem-solving skills in dealing with unexpected situations, often under pressure.
Excellent track record in areas such as judgment, reliability, resourcefulness and flexibility. It is important that the candidate have a positive attitude, be a self-starter and maintain composure under stressful situations.
Expert use of all relevant computer software using advanced functions on Busara’s standard computer applications, in particular MS Word, Excel, PowerPoint and Google Suite.
High degree of independence, motivation, initiative, and reliability.
Flexibility and willingness to adjust scope of responsibilities.
Flexibility with working hours and willingness to work overtime.
An obsession for organization and structures.
Attention to detail and eye for proofreading.
Ability to read and respond to office moods and temperaments.
Ability to direct staff and effectively manage up.
Innate ability to solve problems and provide practical solutions.
Technology and systems knowledge: Has advanced proficiency of latest technology relevant to assigned responsibilities. Demonstrates initiative in learning and/or supporting implementation of emerging technology and systems relevant to effective work of the unit.
Project and task management: Able to organize, coordinate, monitor and implement tasks and projects. Demonstrates ownership and accountability for results and not letting things drop. Demonstrates innovation and creativity in promoting effectiveness and being able to work under pressure and within tight timelines.
Institutional policies, processes, and procedures: Demonstrates in-depth and up-to-date knowledge of administrative and policy guidelines, practices, products, and services in area of assigned functional responsibility. Can guide others in complex situations.
Versatility and adaptability: Able to anticipate, facilitate, and catalyze change in the business environment and accurately assess the need for new skills and knowledge. Demonstrates continued learning attitude, supporting others in their learning and change management efforts. A quick learner and an efficient worker and with a go-getter attitude who takes initiative with learning.
Team leadership: Provides direction to the team, making and communicating changes to processes as needed to support progress.
Client orientation: Able to establish partnership based working relationships with internal/external clients. Demonstrates independence, initiative, and autonomy in addressing teams’ needs.
Drive for results: Takes personal ownership and accountability to meet deadlines and achieve agreed upon results, and has the personal organization to do so.
Teamwork (collaboration) and inclusion: Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view.
Knowledge, learning, and communication: Able to research and draft quality written materials or review adherence of written materials prepared by others to administrative requirements.
Business judgment and analytical decision making: Able to use analytical, problem-solving skills and resourcefulness to make informed and practical decisions to carry out own work.