Job Title: Division:
Temporary Assistant to the RD and sub offices 6 months Regional Director’s Office
Location: Responsible to: Date:
Nairobi Regional Director October 2020 
1.         JOB PURPOSE
Describe why the job exists
1. To provide support to the Regional Director and to the ARO sub offices and the SMT on the execution of their duties.
2.         KEY TASKS
Please describe the main activities undertaken by the post holder.  The list need not be exhaustive but should reflect the most important features of the post.
A: strategic support

  1. To consult with the ARO departmental heads, collate information to regularly update the Regional Director on the status of the work and needs of other departments.
  2. To provide administrative support to the ARO sub offices and coordinate their meetings and encounters with the RD
  3. Amend quarterly work plans and budgets.
  4. To develop, coordinate and implement the Regional Director’s office programme budget;
  5. To coordinate and manage responses to reports, observation and recommendations from the regional office to departments/units, Central office, Regional Executive committee and external partners;
  6. To proof-read and coordinate inputs for background briefs, speeches, talking points, letters and other documentation issued from the office of the Regional Director.

B. OTHER routine duties

  1. To provide administrative support to the RD and, in his/her absence, to the officer in charge.  Maintains an efficient working diary for the RD;
  2. To act as the initial contact point for the Regional Director’s Office (RDO).  On a daily basis, responds promptly to questions and follow-up action as appropriate;
  3. To co-ordinate, monitor and make travel and logistical arrangements for the RD and prepare expense reports;
  4. To be responsible for the dissemination of the important documents to board members and volunteers e.g., minutes of meetings calendar of events newsletters, etc.
  5. To implement and maintain robust office systems (filing/record keeping), preparation of business cycle, filing and record keeping.


  1. To coordinate internal and external meetings involving the Regional Director.
  2. To undertake any other reasonable duties as may be requested from time to time.



Describe: a) Any staff responsibilities carried by the post holder.



                b) Any financial responsibilities carried by the post holder.

The Regional Director’s programme budget


                c) advisory responsibilities carried out by the post holder.


Please describe the likely educational/training background of the post holder.
  • A first degree in Social Sciences
  • Diploma in business administration


Please describe the minimum level of professional experience required to fulfil the post.
• Minimum of five years’ executive level support experience ideally in an international setting.  To include office management, administration and secretarial support.


6.          SKILLS
Please describe the skills which will be applied in the post, including languages
  • 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.
  • Research and analytical skills.
  • Fluent English.; good working knowledge of French desirable
  • Advanced level IT skills – Word, Excel and PowerPoint.
  • Minute taking.
  • Audio typing.
Please describe the characteristics of superior job performance
•Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.


•Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

•Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.



  • Ability to maintain high level of confidentiality.
    • Willingness to travel occasionally


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The International Planned Parenthood Federation (IPPF) is the world’s largest non-governmental organization working in the field of sexual and reproductive health information and services.  It has six Regional Offices worldwide. The Africa Regional office is based in Nairobi.

IPPF Africa Regional Office is seeking to recruit exceptional individuals to fill the following positions:

  1. Organisation Development Coordinator
  2. Temporary Assistants – RD and sub-offices

For more details about these positions, please visit our website jobs page to view the respective job descriptions and make your application.

Interested individuals should submit the following documents:

  1. An application form in the IPPFARO CV format (available on the website job page); and
  2. A 1-page cover letter.

The application documents above must be emailed to with the job position you are applying for as the subject of the email. To be considered, your application must be received by 12th November 2021. 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 disabilities, candidates openly living with HIV and minorities.

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).

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