Closing date: November 8, 2020
ORGANIZATIONAL CONTEXT
- Adeso is
an expanding and vibrant African based international development and
humanitarian organization. We work with communities to create environments
in which Africans can thrive. Our belief that economic, social and
environmental security is the bedrock of a healthy community drives the
nature and intent of our programming.
- Adeso is
an exciting and dynamic organization experiencing managed rapid growth. It
offers sound employment conditions with opportunities for personal growth
and development.
POSITION
SUMMARY
Under the supervision of the Executive Director, 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 Executive Director and her schedule.
ESSENTIAL
DUTIES AND RESPONSIBILITIES
- Serve as
the ED’s administrative liaison to Adeso’s Senior Management Team and
Heads of Department.
- Passion
for helping others and managing an extremely active and dynamic calendar
of appointments; completing expense reports, composing and preparing
correspondence that is sometimes confidential; arranging complex and
detailed travel plans, itineraries, and agendas; compiling documents for
travel related meetings; coordinating 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.
- Adaptable
to the changing requirements and the influx of various requests from
Executive Team members and external organizations
- Keen
attention to detail, ability to exercise initiative, and work
independently
- Work
closely and effectively with the ED to keep her well informed of upcoming
commitments and responsibilities, following up appropriately and keeping
the ED apprised and updated.
- Prioritizes
conflicting needs; handles matters expeditiously, proactively, and follows
through on projects to successful completion, often with deadline
pressures.
- When the
ED chairs meetings: Prepare an agenda in advance; assist with and provide
research/background information, content development, and creation of
presentations, coordinate meetings and take meeting notes.
- 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 when necessary.
- On own
initiatives process/compose correspondence/reports for ED’s and/or
executive teams replies.
- Manage
external contacts for ED, proactively understanding who they are, which
priority contacts are 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 in addressing issues.
- Plan and
coordinate 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.
- 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.
- Perform
liaison services on behalf of Adeso to donors, Government Officials, other
relevant partners Review correspondence (mail and email) addressed to the
ED and take the appropriate follow-up actions as required.
- Must abide
by the policies and procedures of the organization.
- 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.
- Act as the
ED’s representative and ambassador to external contacts as directed.
SKILLS
AND QUALIFICATIONS
• Bachelor’s degree in Social Sciences, Development Studies or related
qualification with a Diploma in Legal studies or a related field.
• Minimum 5 years or equivalent work-related experience supporting senior
level Executives; experience working with Boards of Directors desirable.
• Demonstrated ability to handle confidential information appropriately.
• Highly proficient in Word, Excel, PowerPoint.
• 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 handle sensitive situations in a calm
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
outside contacts.
• Experience working in an International arena a plus.
• Proven ability to effectively collaborate with internal team,
cross-functional team, and external parties in a rapidly growing environment
• Ability to provide after hour and flexible support a must.
• Ability to travel 5%.
How to
Apply
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 8th November 2020. Kindly note that
applications 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
which 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.