Co-CEO Office Coordinator job at ADD International

JOB DETAILS:
About You
You love keeping people organised and relish keeping goals and priorities on track.

You are also passionate about transforming international development and believe in shifting power to activists and organisations in the majority world.

You understand that there are a lot of details that create unfairness and injustice in systems and can see your role as someone who can keep us organised as a way to play your role in bold transformation.

You are passionate about social justice and/or human rights, and you understand at least a little bit about disability justice.

You know how to get things done and initiate and manage your workload.

You will need to be as happy to support Fredrick and Mary Ann with  communicating the changes ADD is making as well as with supporting them with the more routine and administrative aspects of the role.

You want to use your organisational and  project management skills to help make our strategic vision a reality.

If these statements sound like you, then we highly encourage you to apply for this rare and exciting job opportunity at ADD.

Job Purpose
We are looking for a Co-CEO Office Coordinator to support ADD’s co-leadership Team, Fredrick Ouko and Mary Ann Clements.

The role will be responsible for running the office of the Co-CEOs and their internal  communication and engagement across ADD managing the day-to-day operations so our Co-CEOs can focus more of their time on the strategic and external aspects of their roles.

This will mean leading on the  project management of key projects and deliverables and helping to support strong internal  communications with all of the leadership team and across ADD and doing so in a way that supports the inclusive culture and values that the organisation has committed to.

We are seeking someone who also understands the big picture of the changes (see ‘About ADD International’ above), that our Co CEOs are leading at ADD and is also able to support them to  project manage,  communicate and  write about these. The role will also involve managing admin such as diaries and appointments, travel, handover as well as support with minute taking and other administrative tasks as they arise.

This is an exciting time to join us and to be a part of the changes we are making in how we operate. We are looking for someone who is organised, efficient and motivated to support the exciting work that we are doing at ADD helping ensure we make the best of our time and keep our shared objectives on track within a global hybrid-working environment.

Key responsibilities.
 Project management
• Have oversight of the Co-CEO and SLT Work plans and help ensure these are project managed well and achieved including being responsible for ensuring our internal dashboards are kept up to date and that task and commitments are followed up on
• Help our CEOs to build and model excellent internal  communication that supports an Inclusive Culture within ADD

• Support the development and monitoring of Co-CEO Work plans and SLT Implementation plans and dashboards
•  Project management of specific areas of their work and maintaining oversight of others involvement. Following up, liaising with other senior members of staff, and chasing others whose input is required to ensure tasks and objectives are completed on time.

Administrative Support
• Carry out routine office support responsibilities including, but not limited to, complex diary management (including organising meetings for two people in different time zones) and global travel arrangements, including visa applications, expense claims, organising business related functions and liaising with finance in relation to invoices etc.
• Monitor and manage CETOs’ email inboxes, handling confidential information with discretion and keeping  communications on track and following up where needed to arrange appointments and respond to issues that may arise.
• Keep both CETOs advised of time sensitive and priority issues, ensuring appropriate follow up.
• Lead on the organisation and administration for business related meetings and events both internally and externally, online and in-person. Attend meetings and take notes of the discussion; prepare the initial draft of minutes and summaries.
• Work closely with both Co-CETOs to help prioritise their time appropriately and ensure adequate support is provided for all interactions, including briefing, handover and schedule juggling.
• Co-ordinate travel schedules as they arise and organise meetings and events as necessary helping the Co-CETOs focus on the key elements of their job with minimal admin to undertake themselves. Liaise with our Resources Manager to do this.
• Log  contacts and record meetings and notes where appropriate in a system you develop for us.
• Act as main point of contact and provide administrative support for ADD’s Board of Trustees, for example meeting administration, circulating papers, making travel arrangements etc.
• Facilitate the gathering of feedback about Co Leadership within ADD working closely with our HR Manager.

Internal Systems
• Design our internal documentation management systems that support our Co CETOs using existing Microsoft 365 technology (SharePoint and Teams) to help manage all of this information.
• Support the Co-CETOs to hand-over tasks and events where appropriate so that important tasks or meetings do not get forgotten.

Supporting Communications
• Support both CETOs with recording and sharing their ideas and thinking including but not limited to, taking dictation from meetings, voice notes and conversations and creating copy and  communications based on them.
• Supporting us where necessary to produce documents (for example correspondence, reports and presentations), liaising with other team members and supporting with aspects of proofreading and design as they may arise.
• Support the development of internal  communications tools that support our Co Leadership approach including SharePoint news updates and ADD wide Teams channels that help build our Inclusive Culture

Safeguarding level.
We are committed to ensure we are a safe organisation, delivering safe programmes that ensure we do no harm to people we work with. Our processes ensure all posts are graded, based on interaction with children and vulnerable adults. This post is a Level 1 post, see outline of all levels below:
• Level 1 – Office based, no real direct access to children/vulnerable adults.
• Level 2 – a travelling role, possible access to children/vulnerable adults but unlikely to be alone.
• Level 3 – regular access to children/vulnerable adults including on their own, or lead responsibility for safeguarding within office/location.

In addition to the responsibilities listed above, this role like all at ADD, will also have specific responsibilities relating to safeguarding:

Ensure familiarity, and compliance with, ADD’s child and vulnerable adult safeguarding policy and undertake training as required. In particular:
• Contribute to creating and maintaining an environment (including within ADD) that prevents safeguarding violations and promotes the implementation of ADD’s policy;
• Report any concerns or suspicions regarding safeguarding violations by an ADD staff member or associated personnel to the appropriate staff member.

What sort of person are we looking for?
Specific things we would like you to have are:
• Strong  project management skills and experience
• Significant experience in a similar role supporting senior staff members.
• Skilled and experienced at complex diary management and planning, including working globally/across different time zones.
• Strong  writing, dictation, minute taking, proof reading and editing skills able to help us share our ideas more widely
• The ability to prioritise and make decisions.
• Basic numeracy and the ability to work with budgets and expenses.
• Proficient with using Microsoft 360 including SharePoint and Teams (or transferable skills in similar packages).
• Excellent  communication, influencing and engagement skills in English.
• Ability to navigate and value many different cultural norms and contexts.
• An understanding and appreciation of disability and the role of activists and disabled people led organisations in solving these
• Commitment to, and understanding of, the Social Model of Disability and a justice-based approach to development.

We are keen to promote strong principles of equality and diversity and encourage applications from all backgrounds. Priority for this role will be given to disabled people.

 Education Requirement: No Requirements

Job Experience: No Requirements

Work Hours: 8

Experience in Months:

Level of  Education:

Job application procedure

To apply please send the following by email:
• Your CV (max 3 pages).
• Your answers to the below questions either in written form (max 1,000 words) or in a short audio of video recording.
• Completed equal opportunities form
• The names, contact numbers and email addresses of 2 referees (please state if you are not happy for them to be contacted at this stage).

Please send your answers to the following questions in no more than 1,000 words or in a audio or video recording of no more than 6 minutes. Please note these will be anonymised and reviewed before we look at the CVs of candidates (so please send as a separate document that does not include your name). Audio/video recordings will be transcribed before being shared with the recruiting panel to maintain anonymity.
• What motivated you to apply for this role?
• What experience would you draw on to fulfil the responsibilities of this role?
• What do you anticipate might be the challenges of supporting a co-leadership team in this way?

Please send your application to recruitment@add.org.uk by the closing date below.

If you need an accessible format please contact recruitment@add.org.uk or +44 1373 473 064 and specify which format you require.

Application deadline: 22 July 2024 at 5pm UK time
Interviews will be held online week of 12 August 2024

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