The position
- The
Executive Assistant provides critical support in
planning, managing, and coordinating Senior Management Team (SMT) projects
and initiatives. In addition, working under the supervision of Chief
Executive Officer-CEO, she/he will coordinate meetings, maintain documents
and records related to Regional Committee Meetings.
- This
will involve planning organisational strategy meetings, regional committee
meetings, coordinating internal meetings with staff, and external meetings
with partners, donors, and government representatives. Additionally, the
role will perform diverse technical, specialised, administrative work.
Overall, this will enable AKF EA to support achieve the organizational
objectives.
Key Responsibilities
- Prepare
Board meeting agendas and the required materials for the meetings.
- Create
and maintain a Regional Committee master calendar including meetings for
all sub-committees. Provide information and updates to/from the Board
meetings, rosters, notices, and important events related to the Board.
- Create
the Board’s mailing list and follow up on any necessary information and
action points from key meetings.
- Follow
up and support individual members to deliver the Board’s related tasks and
assignments.
- Draft
correspondences for approval by CEO. Ensure pertinent correspondences
reach the targeted recipients.
- Support
the CEO to create the Board’s quarterly reports
- Manage
and prioritise tasks, schedule events, conferences, and manage and
coordinate local, regional, and international travel for the SMT and
partners.
- Performing
technical, specialised, and complex office administrative work requiring
the use of independent judgment.
- Organizing
own work, coordinating logistics, setting priorities, and following up on
assignments with minimum supervision.
- Provide
a historical reference for the organisation through developing and
utilizing filing and retrieval systems for the RCEO’s office and recording
meetings’ discussions.
- In
coordination with CFO, handle legal registration documents for all the
entities in the region.
- Supporting
country offices within the East Africa region on the special tasks
assigned by the SMT.
- Interpreting
and implementing policies, procedures, and computer applications.
- Using
initiative and independent judgment within established policies and
procedures.
The requirements
- An
undergraduate degree in communications, business, or any other related
field
- A
Certified Public Secretary -CPS (K) qualification is desirable.
- A
minimum of six years’ experience in secretarial, administration, or
executive office management.
- Excellent
organisational and planning skills, with demonstrated ability in
organizing and prioritizing tasks and action plans, conferences, events,
preparing PowerPoint presentations and meeting/travel schedules, and
taking minutes of the meeting.
- Good
interpersonal skills to engage productively within and outside the office
and with the Aga Khan Development Network (AKDN) and external stakeholders
in a cross-cultural, inter-disciplinary environment.
- Ability
to work under pressure with multiple tasks, demands, and deadlines with a
positive and constructive attitude under minimal supervision.
- A
confident communicator with excellent writing and editing skills.
- Excellent
managerial and project management skills.
- Strong
networking and people skills with a collaborative approach to working.
- Ability
to maintain strict confidentiality and work independently to strict
deadlines.
How to Apply
