Operational and Logistics
• Manage all Regional Team (RT) logistical activities, including flights booking, hotel reservations, meeting coordination, etc. ensuring efficiency and compliance with organizational policies;
• Provide administrative support to the RT and Regional Leadership Team (RLT) for high level confidential meetings as and when required;
Support in organizing of the Regional Director’s calendar, ensuring an efficient flow of activities on a regular basis;
• Ensure the entire portfolio of the RT members’ insurance is well managed and up to date. This includes health insurance, group personal accident insurance, life insurance, etc. (as per the members’ benefit). You shall also ensure that all the RT’s mobile office equipment are well insured and are in good condition for use.
• Such equipment includes (but not limited to) laptops and mobile phones;
• Manage office equipment, infrastructure and other required items to ensure a wellrunning office;
Monitor wear and tear of office equipment/assets and advice way forward on the obsolete and/or non-functioning equipment/assets.

Responsibilities
• Coordinate and facilitate the procurement/purchase of goods & services and act as the focal person to the RT ‘s service providers;
• Manage the day-to-day communication with service providers;
• Manage a preferred suppliers list, ensuring it is timely updated as required and ensure service providers’ contracts are timely renewed;
Create and update databases and records for the RT’s consultants and other data necessary to support the RT’s operations;
• Support in the designing and implementing office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments as required;
• Support in streamlining of processes within the RT, ensuring the team works as efficient as possible;
Support to facilitate communication between the RT, Country Programmes and beyond within and outside the organization;
• Manage the RT’s documentation, ensuring proper filing of the RT’s information is effectively done;
• Process suppliers’ payments, follow up with finance department to check status of all requested payments and communicate proof of payment to the suppliers.
• Check, read and provide updates/redirect the incoming communication to the targeted recipient(s) on the incoming communications.
• Work closely with IT outsourced companies, WaterAid IT staff on all aspects related to IT support;
• Undertake other duties commensurate with the post and as assigned by your line manager to ensure the smooth operation of the responsibilities at the East Africa Regional office.
Check internet connectivity, mobile technology and other related issues and report to the service provider in attempt to resolve any connectivity issues;
• Keep updated asset register for the Regional Team and advise on management actions including asset replacement.

People and Organizational Development
• Support in the Regional People Lead on People and OD related matters, including (but not limited to) employees’ capacity building, shortlisting & recruitment, contract management, performance management and general staff well-being;
• Achieve financial objectives by supporting in the preparation of the RT’s People and OD annual budget, scheduling of expenditures, analysing variances, and initiating corrective actions as necessary;
Contribute to the safeguarding, safety and inclusion of the RT members based in the Country Programmes across the region in collaboration with the Regional and CP People Lead.
• Support on the processing and renewal of official migration documents including travel and residence visa, work permit and other as required for expatriate staff.

Job Specifications
Minimum Job Qualifications Requirement (Academic, training, languages, etc.)
• Degree or Post graduate degree in Business Administration/Human Resources/Procurement and logistics
• Knowledge of office administration and management
• Knowledge of air ticketing, immigration rules, training and workshop venues, office cleanliness, hygiene, gardening and ground keeping
• Experience in procurement and logistics administration.
• Highly organized, comfortable with responsibility, have sound judgment, excellent organizational and analytical skills, initiate work plans and deliver effectively to deadlines
• Secretarial and Computer Skills in MS Windows, Word, Excel, Internet explorer, Microsoft outlook and preferably knowledge of Computer Networking.