2 Positions at ITM Africa Ltd: (Deadline 14 December 2020)
Administrative Assistant at ITM Africa Ltd: (Deadline 14 December 2020)
About the role
Reporting to the Chief of Staff and Board Liaison, the Administrative Assistant’s overall responsibility will be to work both independently and collaboratively with the Secretariat team to coordinate all the administrative duties of the CEO’s office in order to support the organization.
He/She will be responsible for running the day-to-day activities through a combination of project management, administrative and clerical duties.
What you will do
Under the supervision and guidance of the Chief of Staff and Board Liaison, you will complete a broad variety of administrative tasks for the CEO’s office including:
• Act as a first point of contact to the CEO, providing polite and professional assistance via phone, mail, e-mail and in person
• Support the Chief of Staff/Board Liaison to prioritize and follow up on incoming issues and concerns addressed to the CEO’s office, including those of a sensitive or confidential nature
• Complete administrative tasks with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Chief of Staff’s ability to effectively support the CEO
• Process all invoices related to the CEO’s office, prepare requisitions and keep track of budget expenditures in a timely manner
• Assist in scheduling and coordinating Staff and Management Team meetings working closely with the Senior Management Team
• Coordinate, obtain input, draw up and distribute agenda and record minutes when requested
• Schedule, organize and coordinate event logistics, including room reservation, registration and attendee’s management
• Make travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations
• Maintain an active dashboard of all action items in the works with the Chief of Staff to ensure adequate and consistent follow-up for the CEO and with colleagues across the network
• Maintain an effective and efficient file management system in the office ensuring ease of access and/or retrieval
• Ensure business records are adequately stored and appropriate protocols are in place to safeguard access of personal and/or confidential information
• Prioritize conflicting needs and demands, be proactive with issues arising often with deadline pressures
• Complete any other duties related to the Administrative Assistant position as needed or as directed by the Chief of Staff/Board Liaison and/or the CEO.
You will be the right fit if you have:
• Minimum diploma in administration, project management, international development, education or related social sciences
• Minimum of 5 years’ professional experience supporting organization management and projects preferably in a non-profit organization
• Strong understanding of managing a top executive office
• Superior proficiency in the use of e-mail, word processing, spreadsheet, database, and presentation software and use of the Internet to access data, maintain records, generate reports, and communicate with others
• Ability to work well in a fast-paced, dynamic organization and grasp concepts and procedures quickly
• Excellent organizational and project management skills to create and manage dashboards, calendars and other tools
• Flexible, intellectually curious and creative
• Strong interpersonal skills and the ability to effectively work in multicultural teams and liaise with remote colleagues
• Ability to handle sensitive and extensive confidential data
• Ability to make decisions and good judgment
• Ability to set and achieve clear objectives and deadlines
• Excellent communication skills in English and French, both oral and written
• Results driven and motivated by a high sense of performance excellence and a sense of urgency
• International exposure or experience an asset
Application deadline: 14th December
2020*
*Only shortlisted candidates will be contacted
How to apply
CLICK HERE TO READ MORE AND APPLY
Chief of Staff and Board Liaison at ITM Africa Ltd: (Deadline 14 December 2020)
About the role
The Chief of Staff and Board Liaison will provide executive support for a wide range of business administration duties and ensure general support of a highly confidential nature to the CEO and the Board.
He/She will facilitate interaction between key internal and external stakeholders with the affairs of the CEOs office.
He/She will improve current processes and coordinate the office procedures for optimized efficiency and productivity, be responsible for communicating objectives between departments, and serve as liaison between staff, executives, senior leaders, and CEO, regarding company climate, employee well-being, project updates, proposals, and planning.
What you will do
1. Provide high level Administrative Support and assistance to the CEO
• Serve as primary point of contact with internal and external stakeholders on matters relating to the CEO’s office.
• Strategically manage the CEO’s time: working with assistant, looking at long term travel calendar, evaluating opportunities and determining fit with priorities
• Ensure seamless coordination of the CEOs daily schedule and calendar, monitoring that time and resources are allocated effectively and potential issues/conflicts are anticipated and resolved in advance.
• Monitor information flow, act as a gatekeeper, and ensure CEO’s involvement in projects or decision-making processes at the right moment.
• Manage correspondence and inquiries to the CEO’s office from internal and external stakeholders, taking initiative to filter, respond to and/or re-direct as appropriate.
• Liaise with all levels of staff, board, volunteers, government officials, and external contacts.
• Perform complex administrative duties including composing correspondence independently, producing reports and other documents to appropriately represent the mandate of the organization.
• Coordinate meeting logistics for the CEO, providing relevant preparatory materials and monitoring the timeliness of post-meeting commitments.
• Liaise with Communications in the coordination of press conferences and interviews for the CEO.
• Manage CEO’s schedule; organize complex travels in Africa and globally including visa requirements.
• Complete business expense reports for the CEO; manage and maintain all contacts, resources and files.
• Support with meeting preparation and follow up, reviewing upcoming meetings to ensure the CEO has all of the information needed to be as productive as possible and sending out agendas or documents to meeting attendees as necessary.
• Ensure business records are adequately stored and appropriate protocols are in place to safeguard access of personal and/or confidential information.
• Be the focal point and collect the requests for signature by the CEO, analyze the documents and synthetize for the CEO’s attention and append the electronic signature when approved by the CEO.
• Maintain an active dashboard of all action items in the works to ensure adequate and consistent follow-up for the CEO and with colleagues across the network.
• As required, lend support to Network colleagues.
2. Manage Board Liaison & Stakeholder Relations
• Serve as Board liaison being the key point of contact for all board members and board related activity in a highly professional, diplomatic and timely manner.
• Coordinate all meeting logistics interacting with board members and senior management team.
• Manage the Board meetings and leadership team meetings, ensuring meeting materials are sent in advance, time is well spent, and objectives are achieved.
• Take and prepare minutes of all Board and Committee meetings, distributing same within agreed upon timelines.
• Responsible for the planning and running of Board, Committee meetings, and Annual General Meetings (AGM); work closely with chairperson of the board, board of directors and committees’ chairpersons in preparation of documents, guidelines, issues.
• Attend all Board meetings, transcribe minutes, ensure to maintain and keep current key records of the Board including minutes, trademarks, statutes, etc., ensuring their physical and confidential security.
• Assist in scheduling meetings for the Senior Management team, coordinate the agenda, attend meetings and take notes.
• Coordinate travel for the Board members
You will be the right fit if you have:
• Ability to handle and respond to sensitive situations with tact, diplomacy, discretion and confidentiality
• Very strong interpersonal skills, with the ability to foster cooperation and collaboration
• Strong planning and organization skills with the ability to perform and prioritize multiple tasks while paying close attention to detail
• Ability to work in a high demanding, fast paced work environment while maintaining quality of work and meeting deadlines
• Extremely versatile and dedicated to efficient productivity
• Trustworthy to handle and keep confident sensitive matters and/or information.
• Bachelor’s degree, preferably in Administration or related field (Master’s degree preferred)
• Minimum 7 years’ administrative experience supporting executive/senior leaders/Board of Directors
• Fluency in English/French language skills (speak, write, read)
• Excellent computer skills including MS Office; familiar with internet applications (i.e. Google Docs, Skype, SharePoint)
• Exposure to a NFP/NGO work environment
• International work experience an asset
Application deadline: 14th December 2020*
*Only shortlisted applicants will be contacted
How to apply
CLICK HERE TO READ MORE AND APPLY
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