Summary
Date Posted: Wednesday, February 16, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
The Executive Assistant to the ED is the principal assistant to the Executive Director, providing critical support in Executive Office management, task follow-through and completion, relationship management as well as liaison with diverse stakeholders, both internally and externally.

Roles and Duties
• Effectively manages the ED’s diary, including but not limited to scheduling meetings and itineraries, appointments and events and making travel arrangements.
• Serves as primary contact point for internal and external constituencies and communicates with staff and others on behalf of the ED.
• Provide professional office hospitality services to the ED’s visitors.
• Professionally manages communications including email and telephone calls.
• Responds to correspondence, assessing priority of appointments and reallocation as may be necessary.
• Supports ED’s effective preparation for meetings, events and related official engagements, including by generating and refining meeting agenda, preparing presentations and pre-meeting briefings.
• Keep track of and brief the ED on relevant news and current affairs that have a bearing on the organization and its mission.
• Organise and maintain effective filing, documentation and filing system.
• Follow up on meeting resolutions, commitments, and action points on behalf of the ED.
• Works closely with Finance to monitor Executive Office’s budgets, and to ensure that the Executive’s budget inputs and implemented.
• Participates as an adjunct member of the management team including assisting in scheduling, attending meetings.
• Represents the ED in designated management meetings as required.
• Assists in coordinating the agenda of the management meetings, prepares an account of meetings and makes follows up on assigned action items.
• Serves as the ED’s administrative liaison to the Board.
• Manages Board activities including coordinating Board meetings, orientations and related events.
• Compiles and distributes Board meeting materials.
• Perform any other tasks as may be assigned from time to time.

Knowledge, Skills and Competencies:
• Minimum two (2) years’ progressive relevant experience in a similar role, especially in the non-profit sector.
• Bachelor’s degree or equivalent experience preferably with a social science background and an interest in development, governance, youth an related.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong interpersonal skills and the ability to build relationships with diverse stakeholders, including staff, board members, external partners and senior government officials.
• Excellent communication skills including writing, editing, spoken.
• Proactive organiser and coordinator with proven capacity to meet deadlines and balance the demands of a busy and sometimes stressful office.
• Experience exercising discretion and confidentiality with information.
• Familiarity with office and team management technologies
• Excellent problem-solving skills, time and people management skills including ability to communicate effectively with stakeholders at diverse levels.
• Committed to continuous learning and exhibits a positive ‘can-do’ attitude.
• Demonstrates good judgement and great decision-making skills.
• Fluent command of written and spoken English, Kiswahili and Sheng.
• Proficient with Microsoft Office applications (MSWord, PowerPoint, Excel, Outlook.
• Familiarity with the rights-based approach, social justice, adult empowerment and gender sensitive approaches.
• Project Management skills. Roles and Duties
• Effectively manages the ED’s diary, including but not limited to scheduling meetings and itineraries, appointments and events and making travel arrangements.
• Serves as primary contact point for internal and external constituencies and communicates with staff and others on behalf of the ED.
• Provide professional office hospitality services to the ED’s visitors.
• Professionally manages communications including email and telephone calls.
• Responds to correspondence, assessing priority of appointments and reallocation as may be necessary.
• Supports ED’s effective preparation for meetings, events and related official engagements, including by generating and refining meeting agenda, preparing presentations and pre-meeting briefings.
• Keep track of and brief the ED on relevant news and current affairs that have a bearing on the organization and its mission.
• Organise and maintain effective filing, documentation and filing system.
• Follow up on meeting resolutions, commitments, and action points on behalf of the ED.
• Works closely with Finance to monitor Executive Office’s budgets, and to ensure that the Executive’s budget inputs and implemented.
• Participates as an adjunct member of the management team including assisting in scheduling, attending meetings.
• Represents the ED in designated management meetings as required.
• Assists in coordinating the agenda of the management meetings, prepares an account of meetings and makes follows up on assigned action items.
• Serves as the ED’s administrative liaison to the Board.
• Manages Board activities including coordinating Board meetings, orientations and related events.
• Compiles and distributes Board meeting materials.
• Perform any other tasks as may be assigned from time to time. "> Knowledge, Skills and Competencies:
• Minimum two (2) years’ progressive relevant experience in a similar role, especially in the non-profit sector.
• Bachelor’s degree or equivalent experience preferably with a social science background and an interest in development, governance, youth an related.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong interpersonal skills and the ability to build relationships with diverse stakeholders, including staff, board members, external partners and senior government officials.
• Excellent communication skills including writing, editing, spoken.
• Proactive organiser and coordinator with proven capacity to meet deadlines and balance the demands of a busy and sometimes stressful office.
• Experience exercising discretion and confidentiality with information.
• Familiarity with office and team management technologies
• Excellent problem-solving skills, time and people management skills including ability to communicate effectively with stakeholders at diverse levels.
• Committed to continuous learning and exhibits a positive ‘can-do’ attitude.
• Demonstrates good judgement and great decision-making skills.
• Fluent command of written and spoken English, Kiswahili and Sheng.
• Proficient with Microsoft Office applications (MSWord, PowerPoint, Excel, Outlook.
• Familiarity with the rights-based approach, social justice, adult empowerment and gender sensitive approaches.
• Project Management skills.">

Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

Job application procedure
To apply follow this email recruitment@elfafrica.org 

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