Executive Assistant (Maternity Cover)

Africa

Job - March 22, 2018
Greenpeace Africa is an independent campaigning organisation that acts to change attitudes and behaviour, to protect and conserve the environment and to promote peace. With offices in Southern, Western, Central, and Eastern Africa.

Main purpose of the job: 

The roles and responsibilities of the Executive Assistant is to serve as the Executive Director’s (ED’s) liaison to the Board of Directors of Greenpeace Africa, the Senior Management Team (SMT), stakeholders within GPI/NROs and external stakeholders. The incumbent will also be expected to assist the Executive Director in executing and improving Greenpeace’s management primarily in the areas of budget planning and oversight, preparation of EDs work plans, consolidation of all strategic documents on behalf of the ED and in liaison with SMT members, support the finalizaation of reports.

The successful incumbent will be responsible for (but not limited to):

- Manage the flow of information between the ED and SMT members, Greenpeace Africa Board and contacts within GPI/NROs and external stakeholders.
- Coordinate contact between the Director and other staff when the ED is absent from the office.
- Translate texts and interpreting conversations from French to English and from English to French. 

1. Coordination and Administrative support

- Manage the ED’s schedule and organise meetings and travel arrangements.
- Oversee administrative procedures, including expense claim and processes for both the senior management team and the ED. 

2. Management of meetings

- Assist the ED in coordinating SMT meetings and external meetings, providing logistical support, preparing the agenda and materials, documentation requirements for the said meetings, and other related tasks.
- Prepare and share required documentation before and after meetings.
- Organise board meetings, travel arrangements, and catering for such meetings
- Coordinate reports required
- Collate and distribute final agenda and Board papers to Board Directors.
- Maintain a complete set of Board papers for reference in ED’s filing system. 

3. Executive Director support

- Assist the ED in implementing systems and procedures for effectively managing the organization,
- Assist the ED in the preparation and management of the ED’s work plan and budgets, as well as those of units falling under the remit of the ED,
- Consolidate information from the different departments and help in the preparation of the ED’s monthly report for circulation to the staff, as well as in the finalization of GP Africa’s Annual Report. 

4. Budget

- Support the effective management of Directorate budgets, providing specific budget input and management in allocated areas. 

Minimum requirements: 

Qualification(s)
  • Diploma in Secretarial Studies / Administration Studies
Experience 
  • Minimum 3 years’ experience in similar role
Other requirements
  • Fluency in English (Additional advantage for written & spoken French)

Competencies 
  • Organisation and time management skills;
  • Keep sensitive information confidential;
  • Ability to keep records and files and provide information correctly and concisely;
  • Analytical and problem solving skills;
  • Proofreading skills;
  • Knowledge and understanding the NGO sector would be an added advantage.
Attributes
  • Energy/Energize - Demonstrate a positive mindset and solutions-oriented attitude and empower others;
  • Edge - Manage complex issues, can see the big picture and emphasize the primacy of the whole;
  • Expertise - Demonstrate the ability to see a situation accurately with a broad set of perspectives ability to see things as they might be
  • Execute - Assertive and persistent, demonstrate the ability to effectively lead an operation from inception to completion

 

How to apply

Applicants are required to submit a covering letter highlighting their experience in each of the minimum requirements listed above, with a detailed CV including the name, full address, and e-mail address of three referees to the Human Resource Officer at stating the position they are applying for in the subject line. The closing date for applications is 9 April 2018.

Greenpeace Africa reserves the right not to make an appointment or to stop the process at any stage to headhunt or re-advertise the post to meet its organisational goals. Candidates who do not meet the minimum criteria will not be contacted. Kindly note that should you not receive correspondence from us within 20 days from the closing date; please accept that your application has been unsuccessful.