JOB DETAILS:

The Executive Administration Officer is part of the country office team. He/she should be a dynamic, efficient and highly intelligent professional reporting directly to the Country Director (CD). He/she should fit into a busy office and be well organised and reliable.  He/she should offer efficient, effective, punctual and timely office support to the Country Director and Country Management Team (CMT).

Key Responsibilities

Administration Support 

He/she is expected to give administrative support to Country Director and Country Management Team.  He/she will work very closely with the Country Director to ease the administrative workload.  He/she will also be required to gather, analyse and report relevant (Financial, HR & Operations) data and provide input for the CD and CMT action based on the data reported. Timely writing of high-quality CMT minutes and action points. Weekly follow-up on CMT Action points. Support with Country Registration.

Project Management Support

He/she will be expected to give administrative support, coordination of project review reporting, monitoring, donor reporting and annual and Mid-year Review reporting.

Meetings and Events Management 

He/she will organize and co-ordinate meetings (e.g. workshops, events) of the assigned department or project team, take care of housekeeping affairs, take and distribute minutes on time.  Organise and manage appointments of the assigned manager and liaise with Logistics to facilitate planning and implementation of activities.

Communications and Office Management

He/she will ensure timely communication of key internal and external communication in liaison with management and Communications department. Receive and dispatch incoming calls/e-mails, make outgoing calls/mails and give answers to basic questions, based on the communication guidelines. Support in content development for external communications.

Compliance & Contract Management

He/she will keep track of donor needs per contracts and advise Project Managers on them. Ensure that Contract Amendments are submitted and that projects comply with this requirement. He/she will be responsible for filing project information on Share Point at its inception, implementation, and conclusion.

Filing and Archiving

He/she will be in charge of control, distribution and filing of documents for country office and maintenance of a filing system, in line with archiving procedures.

Qualifications

• Bachelor’s Degree in Business Administration, Management, Communications, Public Relations, or and any other relevant field.
• A Minimum of eight (8) years relevant work experience with less supervision.
• Excellent written and verbal communication skills in English.
• Excellent administration skills, able to organise own work and make follow-up on tasks
• Ability to follow required procedures and guidelines.
• Ability to give good attention to detail.
• Flexible, dynamic, excellent interpersonal skills.
• Able to relate effectively with a wide range of people and cultures.
• Proficient computer skills – Word, Excel, PowerPoint and Outlook.

Additional Information

Additional requirements:

Attention to detail: The ability to effectively and consistently process detailed information.

Controlling progress: The ability to control the progress of employees’ processes, tasks, activities and of one’s own work and responsibilities.

Service minded: The ability to be of service, driven to quickly and adequately execute tasks for others.

Integrity: Adherence to the standards, values and rules of conduct associated with one’s position and the culture in which one operates. Being incorruptible.

Result orientation: The ability to take direct action in order to attain or exceed objectives.