Position: Bilingual Executive Assistant and General Administrator (French speaking)
Company profile: Our clients been the continental voice of
filmmakers from various regions of Africa and the Diaspora, working with its
affiliate national bodies and membership to leverage policies and actions,
programmes and projects for the development and enhancement of an enabling
environment and infrastructure for all dimensions of filmmaking and the
audiovisual media in Africa by Africans
Job Description: Under the guidance and direct supervision of the
Executive Director, the Executive Assistant provides effective and efficient
support to the Executive Director and the Secretariat staff through management
of information and documentation flow, organization of/preparation for meetings
and follow-up on actions required and deadlines/commitments made, supporting
communications between the Secretariats on relevant issues, among others.
The Executive Assistant ensures full
confidentiality in all aspects of assignment.
Duties include screening calls,
making travel and meeting arrangements, preparing reports, training and
supervising support staff and customer relations.
The role requires strong computer and
internet research skills. It also calls for flexibility, excellent
interpersonal skills, project coordination experience and the ability to work
well with all levels of internal management and staff as well as outside
clients and vendors.
Specific Responsibilities:
Ensure effective and efficient
support to the Executive Director:
- Efficient and discreet management of the
Executive Director’s schedule, administration of meetings, appointments
and briefings.
- Organization of regular and ad-hoc meetings;
preparation of meeting minutes/summaries of actions to be taken;
- Coordination of/preparation of relevant
documentation/background notes for meetings organized
- Tracking of progress on agreed issues;
follow-up with focal points on deadlines, commitments made, actions taken
and coordination of submission of Regional Secretaries’ reports to the
Secretariat
- Screening of incoming communications, filter
outgoing correspondence for the Executive Director’s signature, clearance
and further action by other staff; wherever needed. Adherence to
appropriate protocol and correspondence guidelines when communicating with
partners.
- Administration of travel for Secretary
General, ED, MD and other staff in the Secretariat, as required, including
itinerary, hotel reservations, preparation of travel authorizations,
processing requests for visas, and other documents, etc.
Ensure provision of effective
communications and administrative support to the Secretariat, focusing on
achievement of the following results:
- Maintenance of the filing/archiving system
ensuring safekeeping of confidential materials.
- Contribution to development and use of
automated filing system.
- Coordination of the information flow and
dissemination of interoffice communication to staff as required.
- Maintenance of the ED’s Calendar with
major events, deadlines, etc, in cooperation with other members of the
Secretariat team.
- Facilitation of information sharing with the
Secretary General, Regional Secretariats and other relevant offices
outside the Secretariat.
- Draft routine correspondence and interoffice
memos, general briefing notes, documents, reports, translations when
required.
- Causing publication of relevant documents on
the website.
- Administrative support to conferences,
workshops, retreats organized by the Secretariat.
- Support to organization of procurement processes
in the Secretariat, as required.
- Support to Finance Manager in the Human
Resource function in the Secretariat as required.
Administrative roles
- Coordinate the administrative functions of the
organization including reception
- Handling enquires and answering phone calls
- Checking, responding and maintaining info
inbox emails
- To attend any internal meetings as requested
- Ensure that minutes for all meetings are
prepared and distributed
- Maintaining files and e-files on the system
- To be responsible for welcoming all visitors,
informing them of the work of the organisation and its procedures while
being helpful at all times
- Joint responsibility with other staff members
to ensure that the telephones are answered promptly and politely, taking
details and messages from incoming calls and processing through email and
telephone messages to the appropriate person(s) in the organization
- To ensure that all follow-on phone calls,
correspondence and paperwork, is completed in a correct, organized and
thorough manner
- Joint responsibility with other staff members
to be responsible for ensuring that information given to callers and
visitors is accurate and timely
- Procurement
Competencies
Corporate Competencies:
- Demonstrates commitment to the organisation’s
mission, vision and values.
- Displays cultural, gender, religion, race,
nationality and age sensitivity and adaptability
Functional Competencies:
- Ability to perform a broad range of activities
pertaining to the job, including data/ schedule management, maintenance of
protocol, information flow.
- Ability to handle information and documents
with confidentiality
- Ability to provide input to business processes
re-engineering, elaboration and implementation of new data management
systems
Leadership and Self-Management
- Shows initiative
- Focuses on results and responds positively to
feedback
- Consistently approaches work with energy and a
positive, constructive attitude
- Remains calm, in control and good humoured
even under pressure
- Demonstrates openness to change and ability to
manage complexities
Knowledge Management and Learning
- Actively works towards continuing personal
learning, acts on learning plan and applies newly acquired skills
- Shares knowledge and experience
Required Qualifications, Skills and
Experience
- A university degree in Business
Administration, International Management or a related field with
specialized administrative support training
- At least six (6) years of progressively
responsible secretarial, administrative or operational professional
experience preferably at the national or international level
- Fluency in both oral and written English and
French is required
- Proficient in the use of office equipment and
Microsoft Office applications as well as web based management systems
- Strong ability to establish priorities, work
within tight timelines and multi-task
- Able to work under minimal supervision with
high level of resilience
- Individual with integrity, good team player
with strong interpersonal skills demonstrated by the ability to work in a
multicultural, multiethnic environment with sensitivity and respect for
diversity
How to apply
To apply for this position send your
CV to milkah.mboche@amscobv.com
or log on to
http://www.amsco.org/careers.
Only shortlisted candidates will be
contacted
