Executive Assistant at AKADEMIYA2063: (Deadline 3 January 2023)

Executive Assistant at AKADEMIYA2063: (Deadline 3 January 2023)

VACANCY ANNOUNCEMENT

AKADEMIYA2063 is an Africa-based non-profit research organization with headquarters in Kigali, Rwanda and a regional office in Dakar, Senegal. Inspired by the ambitions of Agenda 2063 and grounded in the recognition of the central importance of strong knowledge and evidence systems, the vision of AKADEMIYA2063 is an Africa with the expertise we need for the Africa we want. This expertise must be responsive to the continent’s needs for data and analysis to ensure high-quality policy design and execution. Inclusive, evidence-informed policymaking is key to meeting the continent’s development aspirations, creating wealth, and changing livelihoods for the better. AKADEMIYA2063’s overall mission is to create, across Africa and led from its headquarters in Rwanda, state-of-the-art technical capacities to support the efforts by the Member States of the African Union to achieve the key goals of the African Union’s Agenda 2063 of transforming national economies to boost growth and prosperity. Following from its vision and mission, the main goal of AKADEMIYA2063 is to help meet Africa’s needs at the continental, regional and national levels in terms of data, analytics, and mutual learning for the effective implementation of Agenda 2063 and the realization of its outcomes by a critical mass of countries. AKADEMIYA2063 strives to meet its goals through programs organized under five strategic areas—policy innovation, knowledge systems, capacity creation and deployment, operational support and data management, digital products, and technology—as well as partnerships and outreach activities. For more information, visit www.akademiya2063.org.

Vacancy Number: RW22010

Position Title: Executive Assistant

Department: Executive Office

Location: Kigali – Rwanda

Duration: Two (2) years renewable

Position Summary

AKADEMIYA2063 seeks an Executive Assistant to provide effective and efficient support with the highest level of discretion to members of the Executive Office (i.e., Executive Chairperson, Managing Director, and Chief of Staff) through management of information and documentation flow, organization and preparation of meetings and follow-up on actions required and deadlines or commitments made, and maintenance of protocol procedures. The successful candidate should possess a very high degree of initiative, a proven ability to handle multiple demands of a dynamic and evolving office; demonstrated reliability and resourcefulness combined with an excellent work ethic, strong interpersonal skills, and commitment to work in a team-oriented, multi-cultural environment.  Interested applicants must already have the appropriate authorization to work in Rwanda.

Duties and Responsibilities

Specific duties and responsibilities include but are not limited to:

• Responsible for highly proactive time, travel, and calendar management on behalf of the Executive Office Team, including effective prioritization and resolution of related conflicts and competing demands.
• Participate in and prepare minutes of meetings for the Executive Office Team, including the regular Management Committee (MC) meetings.
• Independently respond to diverse inquiries and make decisions when multiple courses of action are possible. Keep relevant parties informed of actions taken by the Executive Office by providing pertinent information, reports, or status updates.
• Assist with the coordination and logistical matters for all Board and committee meetings including managing travel, accommodation, and any other arrangements for Trustees.
• Assist in the planning of board meetings including the preparation and assembly of board documents and materials.
• Assist in the planning of events for the Board and the Executive Office when needed as well as providing support on major events, where Board involvement is required.
• Coordinate the planning of local and international travel for the unit and process travel expenses.
• Lead in the preparation, execution, and follow up for Unit meetings as well as events and other engagements for the team. Schedule regular meetings as directed, document minutes and action plans as required.
• Organize documents of the Executive Office for ease of retrieval and references and maintain the office’s database and documentation.
• Tracking of progress on agreed issues; follow-up with focal points on deadlines, commitments made, actions taken and coordination of collection and submission of reports to members of the Executive Office Team as needed.
• Screening of incoming communications, filter outgoing correspondence for signature, clearance, and further action by other staff, wherever needed. Adherence to appropriate protocol and correspondence guidelines when communicating with partners.
• Establish and maintain contacts with executive assistants of all relevant senior government officials, development partners, embassies, etc., relevant for the communications of the Executive Office Team.
• Lead and manage the Administrative Support Team (AST)
• Perform other relevant job duties as assigned or required

Selection Criteria

• Bachelor’s degree in any relevant field.
• Minimum of 7 years’ work experience in an executive assistant, administration, or related role preferably with international development organizations.
• Ability to process, handle, and communicate matters of a sensitive and confidential nature with a high degree of judgement and maturity.
• Ability to organize, coordinate, monitor and implement tasks and projects. Demonstrate ownership and accountability for results. Demonstrate innovation and creativity in promoting effectiveness.
• Ability to deal tactfully, diplomatically, and effectively with internal/external contacts at all levels in a multicultural environment. Demonstrated ability to independently respond to extensive and diverse inquiries and make decisions when multiple courses of action are possible.
• Excellent interpersonal and communication skills, including ability to speak articulately and to write clearly, precisely, and concisely for various audiences, and strong ability to work within a team environment.
• Excellent organizational, administrative, and time management skills with proven ability to work promptly and efficiently under pressure and meet tight deadlines. Ability to shift gears at short notice to work on a wide range of assignments, remaining flexible and effective with a clear understanding of objectives to be achieved.
• Strong written and verbal communication skills and ability to reorganize, edit and draft a variety of documents.
• Strong planning and organizing skills and ability to work under pressure.
• Strong interpersonal skills; courtesy, tact, patience, and team orientation.
• Commitment to accuracy and attention to detail.
• Ability to multi-task and to prioritize work amidst competing demands.
• Computer proficiency, especially in MS Office applications; ability to learn new applications quickly.
• Good command of English; working knowledge of French would be an added advantage.
• Commitment to AKADEMIYA2063’s mission and core values.

Submission of Applications

If you are interested in this position, please send your detailed e-mail application, CV, and cover letter in English, by January 3^rd, 2023 to [email protected] . Please include the position title in the subject line.

Additional Considerations

• Applications received after the closing date will not be considered
• This Job Description only serves as a guide for the available position. AKADEMIYA2063 reserves the right to change, revise, omit, and add in part / in whole to this document
• Qualified female candidates are strongly encouraged to apply
• AKADEMIYA2063 is an equal opportunity employer and offers an attractive and challenging working environment with opportunities for skill enhancement.
• By sending an application, candidates give consent for their personal data to be processed solely for applicable recruitment procedures.
• We thank all applicants for their interest in working for AKADEMIYA2063, due to the volume of applications, only shortlisted candidates will be contacted.