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Organization – Adeso:
African Development Solutions
Position Title -Executive Assistant
Reporting To – Executive
Director
Working With – Executive
Director, Chief of Staff, Senior Leadership Team (SLT), Heads of Departments,
Program Team
Program/Duty Station –
Nairobi, Kenya
Duration – 2 years
Starting Date –
Immediately
ORGANIZATIONAL CONTEXT
Adeso is a vibrant
African-based development and humanitarian organization. At Adeso, we work with
African communities that are on the path toward realizing their full potential
by working inside these communities to create environments in which Africans
can thrive. We work to prevent and overcome situations that adversely affect
community well-being by: reinvigorating the economy, developing skills for life
and work, providing humanitarian aid, and influencing policy. For the past 30
years, we have strengthened rural livelihoods through environmental awareness,
training, technology transfer, and innovative humanitarian projects in pursuit
of a peaceful, self-reliant, and greener future.
Currently, Adeso has
programs in Somalia. In addition, Adeso has proven itself to be one of the
foremost leaders in the ongoing global effort to decolonize the humanitarian
and development aid system. Adeso currently leads coalitions to re-imagine aid
to shift power, resources, and decision making toward Global South communities
where they will ultimately be the most effective, enduring and transformative.
Adeso is a great place to work that is currently experiencing managed rapid
growth. We have great benefits, a great team, and we pride ourselves on our
opportunities for personal growth and development.
POSITION SUMMARY
Under the supervision of
the Executive Director (ED) and her Chief of Staff, the core function of this
position is the coordination of activities (operations and planning) and
ensuring timely flow of information to and from the executive office. The
successful candidate will have a proven ability to independently manage
multiple tasks and projects with competing priorities and deadlines, screen and
prioritize communications and opportunities from external and internal sources,
and organize and maintain administrative processes essential to this position.
This is a high demand position requiring someone who can be available at the
request of the ED and her schedule.
Duties & Responsibilities
- Serve
as the ED’s administrative liaison to Adeso’s Senior Leadership, Heads of
Department and Programs Team. - Organize
all the ED’s meetings (both virtual and in-person) and manage the daily
schedule of the ED, ensuring that she knows her schedule 24 hours in
advance and keeping appointments and meetings on time or changing
schedules whenever necessary. - Work
closely and effectively with the ED and her Chief of Staff to keep the ED
well informed about upcoming commitments and responsibilities, following
up appropriately and keeping the ED apprised and updated. - Manage
an extremely active and dynamic calendar of appointments; complete expense
reports, compose and prepare correspondence that is sometimes
confidential; arrange complex and detailed travel plans, itineraries, and
agendas; compile documents for travel related meetings; coordinate
activities, such as conferences, field visits, internally and externally
organized workshops; and other tasks that facilitate the ED’s ability to
effectively lead the organization. - Must
be adaptable to the changing requirements and the influx of various
requests from Executive Team members plus other internal and external
requests. - Prioritizes
conflicting needs; handles matters expeditiously, proactively, and follows
through on projects to successful completion, often with deadline pressures. - When
the ED chairs meetings: work with the Chief of Staff to prepare an agenda
in advance; assist with and provide research/background information,
content development, and creation of presentations, coordinate meetings
and take meeting notes. - On
own initiative process/compose correspondence/reports for the ED’s and/or
executive team’s replies in collaboration with the Chief of Staff. - Work
with the Chief of Staff to manage external contacts for the ED,
proactively understanding who they are, which are the priority contacts
and keeping track of periodic communication needed for priority contacts. - Anticipate
the ED’s needs and proactively bring together appropriate people and
resources to support the executive office in addressing issues in
collaboration with the Chief of Staff. - Collaborate
with the Chief of Staff in planning and coordinating all aspects of
quarterly board meetings, including tracking, monitoring and following the
progress of action items, drafting the agenda, setting the timetable and
following up on board material preparation and producing accurate Board
minutes at each meeting when in attendance. - Work
with the Chief of Staff to manage effective contacts and relationships
with Board Members, including arranging board member travel arrangements,
expense reimbursements, and board meeting logistics, and acting as a first
point of contact for Board Member queries. - Work
closely with the Chief of Staff to perform liaison services on behalf of
Adeso and the ED to donors, Government Officials and other relevant
partners. - Review
correspondence (mail and email) addressed to the ED and take the
appropriate follow-up actions as required in consultation with her Chief
of Staff. - Abide
by the policies and procedures of the organization and adhere to the
organization’s compliance system and understand organizational policies
and procedures necessary to ensure appropriate decision-making protocols
are followed. - Handle
confidential information in a professional and discreet manner. - Other
tasks as requested by the ED and her Chief of Staff.
Qualifications
- Bachelor’s
degree in Social Sciences, Development Studies or related qualification. - Minimum
of 5 years or equivalent work-related experience supporting senior level
Executives; experience working with Boards of Directors is desirable. - Demonstrated
ability to handle confidential information appropriately. - Keen
attention to detail, ability to exercise initiative, and work
independently. - Highly
proficient in Word, Excel and PowerPoint, - Well
experienced in Zoom and other similar platforms for scheduling virtual
meetings. - Extensive
experience in preparation of board and donor presentations. - Excellent
writing, proofreading and verbal communication skills. - Ability
to stay focused, efficient, and effective in managing multiple priorities. - Professional
demeanor and ability to handle sensitive situations in a calm, focused and
professional manner. - Strong
interpersonal skills and good judgment. - Proven
ability to work independently to achieve accomplishments. - Ability
to communicate effectively with all levels of employees and external
contacts. - Experience
working in an international environment a plus. - Proven
ability to effectively collaborate with internal and cross-functional
teams, and external parties in a rapidly growing environment. - Passion
for helping others with the ability to provide after hours and flexible support
a must.
This is a challenging
opportunity for a dedicated and highly motivated professional. If you would
like to join this dynamic team, please submit your application to jobs@adesoafrica.org, quoting the position
in the email subject matter, by 15th August 2022.
Kindly note that application screening and interviews will be on a rolling
basis.
Each application should
be addressed to the HR department and include the following:
- An
updated CV; and - An
application letter should include remuneration requirements and contact
information for three work-related referees.
Applications not
including all of the above information will not be reviewed. Only short-listed
candidates will be contacted.
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