JOB VACANCY
POSITION : Executive Assistant
Location : Kigali, Rwanda
ITM Africa Ltd, an international company specializing in all HR solutions is assisting a client to recruit an Executive Assistant
Purpose of role :
The role provides high-quality administrative support to the Country Director, Head of Programmes and Head of Operations. The role holder is accountable for the efficient operation of the stated senior managers and provides leadership in ensuring high levels of quality for relevant business processes.
The Executive Assistant acts as a vital enabler of the offices of the Country Director, Head of Programmes and Head of Operations, allowing them to focus on their substantive work by relieving them of administrative details. The job holder will represent these senior managers when liaising on their behalf with external organisations, many of whom will be important stakeholders whose cooperation is critical for PIR’s success.
The Executive Assistant must think ahead to envision the logistical and administrative details required for success – a visit schedule, a significant event, or an important meeting. Good levels of proactivity are necessary. This position is not responsible for managing a budget; s/he influences administrative expenditure (e.g. travel arrangements, events/meetings expenses).
The Executive Assistant needs to organise and coordinate meetings, events, travel arrangements etc., which often involves coordinating multiple different parties and thinking ahead to anticipate and head-off common problems. This requires the following skills :
- good communications and public relations skills, especially an ability to communicate clearly and assertively on occasion,
- good planning and organising skills, especially when resolving conflicting appointments or complex schedules of events,
- diplomacy in dealing with some requests from stakeholders that may not be in the best interests of the senior manager concerned.
What you will do :
Executive Assistance
- Act as executive assistant to the Country Director, Head of Programmes and Head of Operations, aiming to enhance their effectiveness through the provision of timely and appropriate logistical support:
- Make appointments for visitors to meet with the Country Director, Head of Programmes and Head of Operations. Liaise with other PIR staff to arrange meetings for these senior managers with partners, donors or other stakeholders.
- Liaise with the procurement and logistics team to ensure that travel arrangements are made on time and with appropriate concern for the traveller’s wellbeing. Think ahead to develop an itinerary that will achieve the purpose of each visit in the most effective manner possible.
- Maintain contact with the Country Director, Head of Programmes and Head of Operations CD when travelling to ensure appropriate action is taken on pending issues.
- Proactively coordinate and maintain a record of all incoming/outgoing correspondences (mail, email, parcels, etc.) and send reminders of deadlines to the Country Director, Head of Programmes and Head of Operations for a timely response.
Relationship Management & Communication
- Support the Country Director, Head of Programmes, Head of Operations and CLT members in managing strategic relationships and implementing aspects of the communications plan assigned to them.
- As required, assist the Country Director, Head of Programmes and Head of Operations in managing relationships with key stakeholders (such as Donors, Partners, National Offices, Government Officials etc.). Serve as an information resource and respond effectively to queries from stakeholders.
- Work with the Influencing & Communications Manager to understand aspects of the communications plan assigned to the Country Director and provide support as requested with producing documents or other communications materials.
- Oversee the final production of key organisation-wide reports and other communications materials emanating from the Country Leadership Team.
- Support effective internal communications.
Documentation & Record Keeping
- Assist the Country Director, Head of Programmes and Head of Operations in preparing presentations, reports and other vital documents and editing and formatting documents to comply with PIR’s brand.
- Develop and maintain an efficient records management system for CO documentation (correspondence, reports, newsletters, records, data, information etc.)
- Follow up on various requests from the GH, RH, NOs, Donors, Government etc. and ensure that all reporting requirements are met, e.g. Quarterly report to RH tracked, timely completed and submitted
- Thoroughly review all documents presented to the Country Director, Head of Programmes and Head of Operations for completeness before submitting them for signature (e.g. recruitment, tender, MOUs, financials, letters etc.). Liaise with the submitting staff member to correct any errors as necessary.
- Produce reports, letters, influential power points, PowerPoint presentations and other publications as requested, paying careful attention to detail on spelling, grammar and attractive layout/graphic design for official use to stakeholders (internal and external).
- Ensure the security and confidentiality of sensitive documents or information, acting with discretion and professionalism at all times.
Meetings and Logistical Support
- Provide logistical support for meetings and visits that are hosted by CLT members and support the achievement of meeting goals.
- Maintaining an up-to-date Country Calendar for all important deadlines and upcoming events is maintained and shared with all relevant units.
- Organise the CLT meetings and other important meetings and events as requested.
- Ensure full understanding of the planned event, including its purpose/agenda and proposed attendees.
- Invite attendees and, if required, coordinate calendars to choose an appropriate time, ensuring the attendance of key participants.
- Circulate relevant materials in advance and provide support with travel and other administrative arrangements for participants.
- Ensure that logistical arrangements for the meeting are made well in advance (e.g. audio-visual equipment, other resources, hospitality etc.)
- Develop and disseminate an action plan, if relevant, supporting the hosting manager/leadership team to follow up and ensure timely implementation of resolutions.
- Prepare minutes during meetings and submit them for approval.
- Organise and coordinate high-profile NOs / Board members and GH visits, ensuring that all logistical arrangements have been thought through and that the visitor will receive a good impression of PIR.
You will be a good fit if you have :
- Bachelor’s degree in Office Management, Administration or a relevant field from a recognised university.
- Experience working in a humanitarian or NGO environment.
- At least 5 years of experience working in administration, operational support, and management in relatively large organisations of similar complexity to PIR.
- Proven experience in exercising leadership executive support functions with increasing responsibility in an international environment related to development.
- Proven understanding of “child rights” and “gender in development” concepts and the promotion of girls’ rights in the context of relevant International Conventions (Convention of the Rights of the
- Child, Convention for the Eradication of Discrimination against Women) and the Global Goals (SDGs).
- Excellent written & spoken English and Kinyarwanda.
- Excellent communication, interpersonal, representation and negotiation skills.
- Excellent analytical and writing (English) skills.
- Sound planning, time management and administrative skills.
- Ability to work under pressure, in a team, and for extended hours if required.
- Excellent computer skills with proficiency in Microsoft Word, Excel, PPT and DB Software.
- Experience in working in a culturally diverse setting.
How to apply :
Click Here to apply directly not later than 19th February 2023.
