Purpose of post: To assist the Country Director (ED)
And manage the day to day activities and correspondences of the ED’s office to give the ED optimum time to focus on strategic activities.
RESPONSIBILITIES AND TASKS:
1. Manage Country Directors diary
- Schedule and coordinate the Executive Directors appointments and meetings relevant to the work of AGPAHI:
- Provide events for the shared calendar as directed by the Executive Director.
- Conduct weekly dairy meetings with the Executive Director to discuss upcoming engagement, invitation and other request.
2. Organize meetings on behalf of Executive Director
- Prepare agenda for meetings in with the ED is a chair, or on request.
- Prepare minutes and take follow up actions on behalf of the ED as needed
- Participate in Senior Management Team meetings, take notes and distribute as directed by the ED.
3. Secretarial Duties
- Scrutinize, organize and highlight emails sent to ED distribute these to relevant staff and print relevant attachments;
- Scrutinize and organize letters sent to ED and sort accordingly and distribute to appropriate staff;
- Prepare letters and replies per email and/or letters
- Organize the ED’s files in hard and soft copies;
- Handle ED’s travel logistics, prepare travel reports, process per diems, make reservations and organize airport transfers as needed;
- Coordinate and submit monthly management reports or any other report as requested by the ED;
- Prepare research briefs on potential donors and partners and various topics under direction of the ED;
- Carry out other secretarial duties as assigned by the ED.
- Support Board meetings preparations and distribution of the minutes, agenda and circulars.
4. Coordination/ Managerial roles as delegated by the ED
- Actively follow up any task that has been delegated by the ED to another staff member to assure completion as soon as possible and at least before deadline;
- Act on behalf of the ED in specific occasions as instructed by the ED;
- Act as a liaison between the ED and country office as well as field office staff as needed;
- Respond on behalf of ED to inquiries for information regarding AGPAHI and our work in Tanzania.
- Participate in drafting and distribution of ED monthly letter/e-mail.
5. Other duties
- Provide administrative support to senior management and regional office teams as requested.
- Assist in selected personal administrative or logistic needs that would otherwise occupy ED’s working time.
QUALIFICATIONS: Education:
- BA or equivalent in a relevant field.
Experience:
- 3 to 5 years progressive work experience as Executive
Assistant;
- Previous experience in working with international NGO’s is an added advantage preferably USG funded.
Skills:
- 100/% discreet;
- Friendly disposition and strong interpersonal skills;
- Excellent writing and analytical skills;
- Proficiency in Microsoft applications including Word, Excel, Power Point etc;
- Strong initiative, independence, creativity, and sound judgment;
- Service oriented and flexible with excellent communication and organizational skills
- Service oriented and flexible with excellent communication and organizational skills
- Excellent attention to detail;
- Applicant must be a team player with a high level of commitment who is able to manage multiple high priority tasks at one.
Languages;
- Fluency in reading, writing, and speaking in both Kiswahili and English.
HOW TO APPLY
AGPAHI is an equal opportunities employer and these positions are open to all, but ONLY qualified candidates should submit a CV and a cover letter explaining how the experience detailed in the CV will contribute to the requirements of the position and references to AGPAH.
Submissions may be sent to:
The Human Resource Manager,
EGPAF,
P.O. BOX 1628,
Oysterbay, Haile Selasie Road Pot # & 10,
Dar es Salaam, Tanzania.
Or e-mail: recruitment.tanzania@pedaids.org
Further information can be found on the EGPAF
Website www.pedaids.org
Closing date: 16th June, 2011
Executive Assistant - EGPAF
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