Executive Assistant

Overview

Manage the National Director’s office and provide executive support.

You have:

• Minimum 3-5 years of experience working in an international NGO with a strong understanding of administrative systems and Executive support, secretarial, protocols, etc.
• Excellent confidential information management skills
• Experience in establishing effective partnerships and networks.
• Committed Christian who is able to stand above denominational and cultural diversity challenges.
• Ability to demonstrate high degree of professionalism in a rapidly changing environment.
• Strong leadership skills with ability to positively influence others to support strategic initiatives.
• Commitment to continuous learning and willingness to keep abreast of new developments in the field of development.
• Excellent communication and interpersonal skills.
• Analytical and critical thinker with ability to work with tight deadlines and handle multiple concurrent projects.
• Team player, with respect for diversity in multicultural environment.
• Social Sciences, Business Management/administration, Organizational Development or any other relevant field of study.
• Master of Law, Social Sciences, Business Management/administration or Organizational Development or any other relevant field of study is preferred.

With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Employee Contract Type:

Local - Fixed Term Employee (Fixed Term)Job Description:

MAJOR RESPONSIBILITIES

Administrative Oversight of the National Director’s Office

• Act as the first point of contact for the ND’s office, handling calls, emails, and inquiries.
• Liaise with internal and external stakeholders on behalf of the ND.
• Organize and record proceedings of key meetings, ensuring timely follow-up on outstanding issues.
• Manage ND’s calendar, appointments, and coordinate meetings, conferences, and events.
• Arrange international travel for the ND, ensuring all logistics are efficiently managed.
• Handle ND’s correspondence, determining appropriate actions in consultation with the ND.
• Oversee the efficient functioning of the ND’s office, including approvals of routine expenses, expenditure analysis, strategic meeting coordination, front desk services, and management of fixed assets.
• Monitor office supplies and secure advantageous deals with suppliers.
• Maintain confidentiality and handle sensitive information with discretion.

Support to Senior Leadership

• Coordinate administrative functions and international travel for SLT – Directors
• Provide other needed administrative / clerical support to the directorate body.
• Organize the needed executive events, meetings, and functions which are handled through the ND’s office.

External relations

• Maintain and regularly update records of key contacts for Government, donors, and partner organizations.
• Prepare and coordinate ND’s appointments and meetings with Government officials, donor representatives, heads of agencies, and partner organizations.
• Ensure valid membership and active participation of WVISL in SLANGO (Sierra Leone Association of NGOs) and the INGO Forum.
• Ensure the ND’s office is equipped with relevant impact communication materials for visitors and external engagements.
• Collaborate with the organizing Department/Unit/Provincial Office/Cluster/Project and Communications Manager to prepare ND’s statements or speeches ahead of external functions.

Reporting:

• Coordinate, Consolidate/ prepare high quality Monthly Management Report (MMR) of WVISL for onward transmission by the ND to WARO.
• Work with Integrated Programs, Resources Development and Management, Communications and Supply Chain Departments to ensure timely production and distribution of WVISL annual reports, calendars….
• Support any special initiatives in the office of the National Director (ND)

Project & Task Coordination

• Assist in planning and execution of strategic initiatives and programmes .
• Track deadlines, deliverables, and progress on key projects.
• Support research and data collection for executive decision-making.

Other

• Any other duty as assigned by the supervisor or Designee
• Attend and participate in devotional life of the organization such as chapel and devotions.
• Coordination on meeting and logistics with advisory council members

REQUIRED KNOWLEDGE, SKILL AND EXPERIENCE

• Minimum 3-5 years of experience working in an international NGO with a strong understanding of administrative systems and Executive support, secretarial, protocols, etc.
• Excellent confidential information management skills
• Experience in establishing effective partnerships and networks.
• Committed Christian who is able to stand above denominational and cultural diversity challenges.
• Ability to demonstrate high degree of professionalism in a rapidly changing environment.
• Strong leadership skills with ability to positively influence others to support strategic initiatives.
• Commitment to continuous learning and willingness to keep abreast of new developments in the field of development.
• Excellent communication and interpersonal skills.
• Analytical and critical thinker with ability to work with tight deadlines and handle multiple concurrent projects.
• Team player, with respect for diversity in multicultural environment.
• The position requires proactivity, self-management, tact, diplomacy, discretion, and confidentiality on a wide variety of complex and sensitive issues.
• Social Sciences, Business Management/ administration, Organizational Development or any other relevant field of study.
• Master of Law, Social Sciences, Business Management/ administration or Organizational Development or any other relevant field of study is preferred.

Travel and/or Work Environment

• Office-based environment with up to 10% travel to the field.

Applicant Types Accepted:

Local Applicants Only

Apply now

Potential interview questions

Added 3 months ago - Updated 2 months ago - Source: wvi.org