Education Sub-Saharan Africa (ESSA) is a charity improving education in sub-Saharan Africa so that young people achieve their ambitions and strengthen society.
We support university and college leaders, employers, policymakers, and young people to turn evidence into practical solutions and maximise resources. By working together, we improve education policies and delivery.
Our goal is to increase access to university or college, improve the quality of education, and enable young people to transition into work. This will support more than 1.4 million current students at over 500 universities and colleges in Ghana, Kenya, Uganda, and Zambia to achieve their ambitions and create more opportunities for the millions that will follow.
ABOUT THE ROLE
The Administration Assistant will provide support to the Finance and Human Resources teams of a charity registered in the United Kingdom and Ghana, with staff remotely located in these countries as well as Germany, Kenya and Senegal. The role will need somebody who is resourceful, reliable and who can adapt to the needs of a growing organisation. The person must be organised with a keen eye for detail.
MAIN RESPONSIBILITIES
Human Resources and Travel Administration
- Maintain Human Resources databases: including new starter records and employees’ annual leave and time off in lieu.
- Provide administrative support for recruitment activities including advertising roles, screening candidates‘ applications, liaising with candidates and colleagues to arrange interviews and providing feedback/next steps.
- Coordinate induction schedule for new employees including representing Human Resources and Administration teams and delivering training to staff on organisation policies.
- Management of [email protected] Human Resources email inbox.
- Support with international travel bookings, including arranging flights, booking accommodation, supporting the visa application process etc.
Events Planning and Execution
- Support the planning, preparation, and management of in-person, hybrid and virtual events.
- Source venues for in-person and hybrid events in Kenya and other countries as needed. Maintain a spreadsheet of contacts and venue details. Negotiate rates with venues.
- Provide a summary of information and quotes to the Human Resources and Operations Manager and Senior Leadership Team to support recommendations.
General Administration
- Act as point of contact for Information Technology support to our international team and maintain Information Technology logs.
- Procurement support: sourcing quotes, creating Purchase Orders and obtaining approvals.
- Take notes at board meetings for Education Sub Saharan Africa and Education Sub Saharan Africa Limited By Guarantee to enable the production of comprehensive minutes on a timely basis.
- Liaise with colleagues and board members to arrange board meetings and sub-committee meetings.
- Diary support to the Director of Finance and Operations.
- Other ad hoc tasks such as assisting with proofreading, research, basic finance administration and other operations-related tasks.
This is not an exhaustive list of tasks. The post-holder will be asked to undertake any other ad hoc tasks commensurate with the scope and purpose of this post. This job description reflects the present requirements of the post, and as duties and responsibilities change/develop, the job description will be reviewed and subject to amendment in consultation with the post-holder.
PERSON SPECIFICATION
ESSENTIAL
- Previous professional work experience in an administrative role.
- Experience in either organising international travel and/or corporate events.
- Exceptional Information Technology skills with a strong knowledge of Microsoft Office, Teams and Zoom.
- Outstanding oral and written English communication skills.
- Entitled to work in Kenya without work permit sponsorship from Education Sub Saharan Africa.
- Ability to work independently, displaying strong initiative in solving problems with limited direction.
DESIRABLE
- Experience in human resources and/or recruitment administration.
- Experience working in International Development, particularly in Africa.
- HOW TO APPLY
To apply, please complete the form by clicking on this link. Please ensure that your Curriculum Vitae and cover letter are saved using your given name and surname, for example: firstname_surname – CV.
The closing date for applications is 9th May 2023 at 0900 GMT. First-round interviews will be held via Zoom in the week commencing 15th May 2023.
Unfortunately, we do not have the capacity to respond to all applications received. We can assure you that your application will be thoroughly reviewed against the person specification above, but we are a small team and if you do not hear from us, it means your application has not been taken to the next stage of the recruitment process this time. We would like to thank you in advance for your time and interest in ESSA. Please keep an eye on our social media channels for future opportunities.
