Senior Manager, Administrative Management (801)

Job Title: Senior Manager, Administrative Management

• JOB PURPOSE
  
  

Ensures efficient operations of the Secretary General & CEO’s Office by leading administrative functions, managing logistics, safeguarding sensitive information, and overseeing protocol frameworks and VIP relations. The role enhances office efficiency, professionalism, and stakeholder collaboration, supporting SOPC’s strategic objectives.

• KEY ACCOUNTABILITIES
  
  

Generic Accountabilities

Leadership

Lead and manage team members to achieve departmental objectives, fostering a culture of collaboration, accountability, and continuous improvement.

Provide mentorship and guidance to staff, promoting professional development and ensuring effective performance management within the team.

Strategy & Planning

Contribute to the development and execution of departmental strategies that align with the organization's overall goals, ensuring that initiatives are effectively implemented and monitored.

Analyze performance metrics and operational data to inform decision-making and support strategic planning efforts within the team or department.

Policies, Systems, and Procedures

Implement and maintain organizational policies, systems, and procedures to ensure efficient operations and compliance with regulatory standards and best practices.

Regularly review and assess existing processes, recommending improvements to enhance productivity, effectiveness, and adherence to organizational policies.

Job Specific Accountabilities

Strategic Leadership and Operational Excellence

Lead the strategic planning and execution of all administrative functions within the Secretary General & CEO’s Office, ensuring operational excellence and alignment with the organization’s goals and priorities.

Continuously evaluate and enhance office operations, introducing innovative practices and tools to optimize workflows and maintain a high standard of efficiency and productivity.

Scheduling and Logistics Management

Coordinate and manage the Secretary General & CEO’s complex scheduling needs, balancing competing priorities and ensuring timely preparation for all engagements.

Oversee the planning and execution of detailed travel logistics, ensuring seamless arrangements that support the efficiency and effectiveness of the Secretary General & CEO’s external commitments.

Confidentiality, Records, and Compliance Management

Ensure the secure handling and storage of sensitive documents and information, maintaining strict confidentiality and compliance with SOPC standards.

Maintain and oversee comprehensive records related to the Secretary General & CEO’s activities, ensuring compliance with governance policies and supporting transparency in decision-making processes.

Centralized Communication and Stakeholder Management

Act as the central communication hub for the Secretary General & CEO’s Office, ensuring prompt and professional responses to internal and external correspondences.

Foster strong relationships with stakeholders, partners, and team members, facilitating effective communication and collaboration to support the organization’s strategic objectives.

Executive Support and Decision Enablement

Provide high-level administrative support to the Secretary General & CEO, anticipating needs, preparing necessary materials, and proactively addressing potential challenges.

Leverage data insights and operational analytics to support informed decision-making and offer actionable recommendations to enhance office efficiency.

Protocol Standards and Framework Development

Develop comprehensive standards and frameworks for protocol operations, ensuring alignment with international best practices and the unique needs of SOPC.

Create detailed documentation and operational procedures for protocol activities, providing clear guidelines and tools to ensure consistency across all SOPC events and engagements.

Establish and maintain protocol policies that reflect SOPC’s values, enhancing its reputation and professional image.

Protocol Execution and Event Management

Execute protocol guidelines for SOPC events and interactions, ensuring all activities meet diplomatic norms and organizational standards.

Manage protocol operations for high-profile events, including the planning and execution of ceremonies, official visits, and receptions.

Ensure the smooth operation of protocol activities to provide a respectful, professional experience for all guests, dignitaries, and partners involved.

VIP and Diplomatic Relations Oversight

Oversee VIP and diplomatic relations, managing official visits, receptions, and interactions to ensure a positive experience that reflects SOPC’s values.

Coordinate the logistics and protocol arrangements for VIPs and dignitaries at SOPC events, ensuring high standards of hospitality and engagement.

Act as the primary point of contact for VIPs, diplomatic guests, and key stakeholders during events and official functions.

Stakeholder Engagement and Liaison

Serve as the primary liaison for SOPC in matters related to government and international protocol, facilitating communication with relevant stakeholders.

Foster strong relationships with government officials and international organizations, ensuring effective collaboration and upholding SOPC’s interests.

Represent SOPC in protocol discussions with external stakeholders, upholding the organization’s values and strategic objectives.

Other Accountabilities

Perform additional duties and responsibilities within the function’s mandate as assigned by leadership to meet evolving business needs and support organizational objectives.