Job position Executive Assistant-Country Office at Living Water International- Rwanda : Deadline 11-06-2021

Position:

Executive Assistant-Country Office

Employee Type:

Full time

Supervisor:

Country Director

Department:

Country Director’s Office

POSITION PURPOSE:

Responsible for performing advanced, diversified, and confidential administrative/operational assignments for the Country Director. Provides calendar management, travel coordination, event planning, and administrative project management. Projects and administrative tasks may include correspondence, presentation and report preparation, file maintenance, cross-functional collaboration, meeting room/conference set up, expense calculation and filing, and meeting/ greeting visitors among others.

DIMENSIONS:

Direct Reports

None

Travel

5%

Budget Management

None

JOB REQUIREMENTS:

EDUCATION/EXPERIENCE

• A degree in Public/business Administration/office management, Public relations, development studies /project management, Marketing, and any other relevant experience/skills.
• 3-5 years of previous administrative/office /project management experience, in supporting an executive office.

BUSINESS COMPETENCIES & GENERAL SKILLS

•  Proficient in Microsoft programs
• Ability to maintain a high level of accuracy and confidentiality.
• Communication, fluency in English verbal and written.
• Diplomatic approach when dealing with people & issues.
• Able to speak and communicate well in the local Kinyarwanda.
• Understanding of business leadership, strategy management and technical functions.
• Understanding of group process and facilitation skills.
• Understanding of the overall Ministry of Living Water.

• Team player, detail oriented and be able to accomplish multi tasks.
• Assertive, results and service focused with a high degree of integrity.
• Reliable/Dependable
• Time management
• Analytical.
• Should be a quick learner.
• Understanding of organizational behavior and change dynamics.
• Systematic thinking
•  Self-knowledge
•  Interpersonal skills
• Negotiation skills
• Commitment
• Service and results orientated.
• Relationship versatility

AREAS OF RESPONSIBILITY

Outputs

Quality Requirements

Sources of Feedback

1.   Compile, consolidate, analyses and synthesize Country Program reports.

• Prepare Country Monthly Management Report
• Review the Monthly Management reports of the Rwanda operation and provide feedback to the CD.
• Ensure that technical issues raised in the monthly reports are timely communicated and address.
• Assist in facilitating Country workshops, meetings, and other processes

• CD
• SMT

2.     Support the Implementation of LWI Rwanda strategy which is linked to the LWI 5 Year Strategic Directions

•  Support the strategic planning process.
• Ensure that strategic planning is well documented and readily accessible.
• Ensure that corporate communications are aligned with the Strategic Directions.

• CD
• SMT

3.     Relationship management

• Ensure effective communications to and from the Country Director’s Office
• Maintain effective networks, as agreed with CD and SMT.
• Ensure consistent messaging in coordination with CD.
• Displays openness, honesty, and integrity.
• Ensure there is open communication with the SMT, LWI-R staff, the Region and LWI headquarters.

• CD
• SMT
• Staffs

4.     Keep abreast of changes in the global leadership environment

• Develop an understanding of the larger business requirements and the demands that this places on the work of LWI Rwanda.
• Is aware of the current changes, threats and opportunities that will affect the services delivered by the LWI Rwanda.
• Provide information to key players on current issues related to the water sector, and its impact on LWIR.

• CD
• SMT

5.     Market the services of LWI Rwanda

• Provide timely support to program departments and partners as needed.
• Ensure that LWIR leadership initiatives are well documented and available

• CD
• SMT

6.     Support and facilitate the governance structures of LWI Rwanda.

• Assist with communicating the new Organizational Culture and Governance Structure.
• Assist the CD plan/attend Board meetings where necessary.
•  Support the CD in organizing the Performance Agreement Meetings with his direct reports.

• CD
• SMT

7.     Manage Delegated Projects

•  Handle designated projects on behalf of the CD.  These are projects that would not fit into any one of the senior team functions.
• Ensure that the CD’s travel, as well as International travel for LWI Rwanda is well organized.

•  CD
• SMT

8.     Administer the office of the CD

• Ensure that both a paper-base and electronic filing system is improved and maintained.
•  Support the work of LWI Rwanda SMT
• Ensure that the staff in charge is well informed of issues arising during the absence of the CD.
• Ensure that the staff in charge receives quality support.
• Ensure that the Senior Leadership Team is well informed of the issues affecting the leadership of the Organization.
• Ensure that meeting preparations are timely and professional.
•  Ensure that minutes of the various leadership meetings capture the meeting accurately and are available timeously.
• Ensure that the confidentiality of the CD’s office is maintained.
• Ensure that all communications from the CD’s office is courteous and professional.
•  Deal with other issues as requested.

• CD
• SMT