The Disability Rights Fund (DRF) supports the disability rights movement around the world by resourcing organizations of persons with disabilities (OPDs) to advocate for equal rights and full participation in society. The Disability Rights Advocacy Fund (DRAF), DRF’s sister organization, supports advocacy for legislative change. DRF/DRAF currently works across Africa, Asia, the Pacific Islands, and the Caribbean. The Funds are grounded in participatory and gender transformative approaches and follow grant making, peer learning, and advocacy strategies to support OPDs to advance the UN Convention on the Rights of Persons with Disabilities (CRPD), including in implementation of the Sustainable Development Goals (SDGs), the Global Disability Summit commitments, and other key international frameworks.

Job Title: Senior Administrative Associate

Hiring Organization: The Disability Rights Fund
Location – Locality: Nairobi
Location – Region: Uganda
Industry: Non Profit
Job Type:
Salary: KES
Date Posted: 07/25/2024

The opportunity

The Senior Administrative Associate is a vital role ensuring the smooth operations of our internal communications, virtual office management and administrative functions. They will provide high level administrative support to the Executive Director, Board and leadership team, including coordinating schedules, meetings and agendas while managing priorities and drafting communications. The ideal candidate will possess exceptional interpersonal skills and a keen understanding of best practices in virtual office administration in a global context. They should have a proven ability to support organizational management and growth. This experienced professional will help DRF/DRAF realize the full potential of a growing global organization with a remote workforce and will report to the Executive Director.

The responsibilities

Executive Support

  • Provides high-level administrative support and assistance to the Executive Director and/or other assigned leadership staff.
  • Tracks priorities, deadlines and other agenda items to ensure they are addressed promptly.
  • Drafts letters, memos, invoices, reports, and other documents.
  • Organizes and maintains DRF/DRAF’s internal calendar and database (e.g.: asset management, letter protocol, and others)
  • Schedules and attends meetings on behalf of the Executive Director, taking minutes and providing summaries and action items.

Communications and documentation

  • Receives incoming communication or memos, review contents, determine priority, and summarize and/or distribute contents to appropriate staff.
  • Ensures timely and clear communication of organizational updates and announcements.
  • Assists in the collection, organization, and preparation of reports, presentations and other materials for internal and external use.
  • Assists in the preparation and organization of contracts, notably Agreements for Services.

Office Management

  • Maintains and updates physical and virtual archives of processes, letters, other communications, via SharePoint/One Drive, etc. in coordination with the IT team.
  • Oversees general office management tasks and manages office supplies and resources.
  • Performs additional duties as agreed on with the ED.

Requirements

To fulfill these responsibilities, the ideal candidate will have/be able to:

  • At least 4 years of experience working in an administrative capacity.
  • Bachelor’s degree.
  • Highly organized and detail-oriented, and able to effectively manage multiple projects and competing demands.
  • Excellent oral and written professional communication skills with the ability to draft clear and concise documents. (US English).
  • High level of accuracy and attention to detail in all tasks.
  • Strong time management skills with the ability to prioritize and adjust as needed.
  • Strong interpersonal skills with and the ability to build relationships with stakeholders at all levels.
  • An understanding of office management procedures and those related to budgeting, programming and project management.
  • Experience providing administrative support to senior leadership including managing calendars and scheduling.
  • Some experience working across cultures and geographies and comfortable collaborating within a diverse workplace.
  • Able to problem solve, use good judgement, conduct research and share information.
  • Ability to navigate ambiguity, adapt to change, and take accountability and responsibility, to work effectively within the team and across the organization.
  • Openness to ongoing learning, feedback, and growth.
  • Foresee risks and allows for contingencies when planning.
  • A commitment to the human rights of persons with disabilities.
  • Excellent technology skills (Word, Excel, Outlook, Zoom, PowerPoint, etc.); willingness to learn additional applications and accessible technology as necessary.

Preferred, but not required qualifications are:

  • Demonstrated experience in working as part of a small, fast-paced team and ability to work successfully in a virtual environment.
  • Demonstrated experience in working with staff members in different locations, across multiple nationalities, identities, and cultures.