Executive Assistant

Job Summary:

Provide high-level administrative, technical, and logistical support to the Deputy Director for Programs (DDP), ensuring smooth office operation and coordination of program activities.

Key Responsibilities:

• Administrative Support: Manage the DDP's calendar, schedule appointments and meetings, and prepare presentations and reports.
• Technical Support: Support in creation and implementation of program plans, monitoring budgets and tracking progress of programs.
• Logistical Support: Coordinate travel arrangements, prepare meeting materials, and provide logistical support for events and workshops.
• Inter-Department and Unit Liaison and Communication: Serve as a point of contact in coordinating with various departments and units within and outside the Center.
• Documentation and Reporting: Prepare draft memoranda, correspondences, presentations, and reports.
• Other Responsibilities: Undertake other administrative responsibilities as needed.

 Minimum Qualifications:

Education: Bachelor's Degree in Management, Business Administration, or related fields. Master's Degree or Master's Degree Units are highly desirable.

Experience: 3-5 years of combined technical and administrative program support experience in a similar role. Experience working in a culturally diverse environment is advantageous.

Technical Competencies:

• Project Cycle Management: A demonstrated ability to coordinate all phases of any project, including planning, monitoring, reporting and evaluating. Knowledge of project management strategies and frameworks.
• Resource Mobilization: Comprehensive comprehension of strategies for resource mobilization such as outlining funding requirements, forming and submitting proposals, administration of funds allocated and reporting on the use of funds. Having exercised administrative control in inviting funds from a various range of sources.

Behavioral Competencies:

• Analytical Skills: Competence in analyzing complex information and making reasonable explanations and evaluations, and possessing good analytical and reasoning skills to solve issues.
• Communication Skills:  Commendable writing and speaking capabilities, particularly the ability to convey technical concepts to internal and external stakeholders. 
• Teamwork:  Able to perform satisfactorily in a team setting and work interdependently with other team members and internal stakeholders.
• Adaptability:  Open to change and acquiring new skills. Ability to function in a high-pressure, fast-paced environment.

Software Proficiency:

Microsoft Office Suite:  Able to use Microsoft Office software applications including Word, Excel, PowerPoint, and other related programs.

Applications will be received by 6 December 2024 or until a suitable candidate is accepted/hired.

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