About the job
JOB PURPOSE
The Executive Assistant will support the Group Director, Fundraising Markets Development and the Global Fundraising Director on a daily basis with all kinds of tasks that help them working efficiently and focused on their main goals. The Executive Assistant manages the calendar of both Directors, prepares international travels, ensures the Directors are well organized for meetings (virtually and physically) and guides the Directors in the execution of their work, e.g. compliance with internal policies and procedures.
Next to this, the Executive Assistant will coordinate the department, including HR related tasks and will support the organization of global meetings, that can take place anywhere in the world with colleagues from all continents. Due to the nature of the Department’s work, the Executive Assistant can be asked to engage in start-up activities needed to reach the Department’s overall objectives, including in new markets.
PRIMARY RESPONSIBILITIES
Executive and Administrative Support
- Coordinate, plan and monitor the Department’s administration and logistics
- Ensure the Department functions well in terms of compliance to internal policies and procedures
- Review correspondence to Directors, handle routine responses and prioritize actions for Directors to follow up on
- Manage the execution of meetings, workshops, and other work-related gatherings
- Act as the first point of contact for all queries to the Department
- Monitor the Department’s budget and support its preparation as needed
- Handle (travel) expense accounts of the Directors
- Liaise with both external and internal contacts in coordination with the Directors to ensure follow-up and execution of planned activities. This includes but is not limited to Amref Health Africa collaborators, donors, partners, managers and staff as may be relevant
- In charge of processing and distribution of a variety of reports including minutes and reports from the Department
- Prepare draft Board papers and other Executive reports
- Develop and maintain relevant databases and filing systems for optimal management of information and contacts
Contract Management
- Assist in the preparation of various contracts, including standard contracts with ENA offices receiving HQ funding investments
- Manage contracts and services in accordance with Amref (procurement) policies. Ensuring all contract documentation is up to date
- Coordinate signing of contracts and ensure adherence to agreements made on reporting;
- Ensure that invoices are appropriate, consistent with the terms of the contracts, and are authorized to be paid promptly when appropriate to do so
Team Coordination
- Plan team gatherings
- Create and adhere to a timeline for planning events
- Find a suitable venue for events and book the venue in a timely manner
- Liaise with HR to coordinate onboarding for new team members
- Train new hires on systems, procedures, and daily activities.
- Office quartermaster / supporting new offices
- Identify the smartest ways of working in new countries, including selecting potential partners, networks, location, etc.
- Take care of the required registrations for Amref offices in new countries
- Set up Office Operations in new countries
Education and Professional Qualifications
- Bachelor’s degree in Business Administration/Management or its equivalent
Required Qualifications and Experience
- Minimum of six (6) years of experience in a similar role within a complex (international) organization
Knowledge, Skills and Competencies
- Knowledge of modern office procedures
- Excellent communication and interpersonal skills
- Excellent planning and organization skills
- Effective stakeholder management
- Proficient in IT Skills e.g., MSOffice
- Ability to work under pressure with deadlines
- Ability to work autonomously
- Integrity, discretion and confidentiality
- Conscientious and reliable
- Accurate and detail-orientated
- Intercultural and Ethical awareness
- Optimistic and positive
- Flexible and proactive
Languages
- Fluency in English is required.
- Fluency in French, German and/or other language is desired.
APPLY ON THE OFFICIAL WEBSITE USING THE LINK BELOW:
