Marie Stopes has a vacancy of Executive Assistant to Country Director. Reporting to the Country Director, this role provides vital support in the Country Director’s office. The job holder provides comprehensive administrative, logistical, communication and technical support to the Country Director and Country Management Team (CMT).
Qualifications:
Bachelor’s Degree in Business Administration, Social Sciences, Human Resources or related field
Masters Degree will be an added advantage
Skills and Experience:
At least 5years’ experience in a similar administrative role
Knowledge of project work
Excellent interpersonal/communication skills –both oral and written
Excellent analytical and organizational skills
Proven ability to interpret verbal, written and numerical data
Proven ability to “sell” ideas and concepts
Negotiation skills
Content design skills
Responsibilities
Provide efficient administration and communication supportto the office
Maintain the Country Director’s diary and itinerary to facilitate his/her workplan and to avoid overlapping of tasks/events
Coordinate meetings for the Country Director and meetings with CMT to avoidconflict of dates and events
Take minutes for CMT and other meetings as instructed and track action points
Ensure relevant reports, agenda and other information is provided andcommunicated to various levels of management
Track and monitor the Country Director’s departmental budget
Coordinate any external events or conferences as requested by the CountryDirector
Coordinate documentation to the Country Director’s office requiring approval
Maintain files related to the Board and all governance issues in conjunctionwith the Director People and Development
Support responses in writing to any correspondences relating to policy andsensitive matters. Provide logistical and technical support to the CountryDirector
Manage the Country Director’s travel itinerary (visa, hotel, flights etc) andensure that all expenses related to the travel are processed
Account for and surrender imprest granted to the Country Director’s office
Coordinate logistics for seminars and conferences as instructed by the CountryDirector
Conduct research for reports, briefings and correspondence for presentation asinstructed by the Country Director
Reconciliation of the Country Director’s monthly credit card statement andtravel requisitions for submission to finance department
Maintain interactionswith internal and external stakeholders
First point of contact of the Country Director in her absence, assessingpriorities and redirecting mail as necessary
Manage correspondence between donors, partners, other stakeholders and theCountry Director ensuring that good public relations is maintained
Promote cooperate image by professionally representing the Country Directorinternally and externally and consistently exhibiting the attributes of MSK asan organization
Representing in for a and meetings with affiliates forwhich the Country Director is a member eg ANMA (Africa Network for MedicalAbortion etc)
Develop a database of key contact
Provide administrative duties within thePeople and Development (P&D) Department
Manage the recruitment calendar, planning for pre-screen questionnaires, interviews(both written and oral) and communicating with candidates and panellists aswell as conducting reference checks.
Manage staff contract expiry schedules.
TakeP&D minutes as and when instructed.
Draft employee letters such as response to resignations, intercounty movementletters, warning letters, promotion letters, contract renewal and non-renewalletters, retirement letters among others.
Set a tracker to monitor employee age and managing retirement exits.
HRFiles audit to ensure accuracy of contract durations.
Setdepartmental, team and staff meetings and taking minutes where applicable. ·
Manage staff exits byplanning for gifts and arranging farewell meetings.
Manage cash advances on behalf of the P&D team.
Anyother duties that may arise within the department.
Job Requirements
Required education
Required relevant work experience
Required languages:
