OVERALL JOB PURPOSE:
Reporting directly to the President, the Executive Assistant to the President
provides executive, administrative, and development support to the President, as well as the Senior Leadership Team (SLT). The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the President. The Executive Assistant serves as a liaison to the senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.
Under instruction and while reporting to the AGRA President, this role is responsible for supporting the President with the administration of that office in the following key areas:
▪ Assists the President with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
▪ Communicates with the general staff on the President’s behalf and coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with the SLT, and The Management Team.
▪ Drafts reports, letters of solicitation, proposals; prepares and coordinates oral and written communication with key stakeholders.
▪ Supports President in his/her external commitments, including service on external boards, committees and other groups.
Key Measures of Performance
• Effective and efficient coordination of the President’s overall schedule.
• Effective and efficient follow up of tasks and requests for information by the President.
• Effective and efficient coordination of Management Committee meetings.
• Smooth running of AGRA external protocols, including inter-Country visits and external organization relations for the President.
AGRA Management Meetings
• In consultation with the President, convene the Management Committee meetings and retreats, record proceedings and decisions, monitor and report on follow up actions of the decisions.
• In consultation with the Chiefs of Department, set up ‘no travel’ dates for each month and prepare schedule for sharing with all staff.
Protocols for inter-Country Visits and External Organization Relations
For the AGRA President or Board Members on Country visits:
• In liaison with the AGRA Country Officers (ACOs) schedule meetings with government officials and develop trip programs for Countries.
• For AGRA Country Visits work with the relevant officers covering the respective countries to set up meetings and trip programs.
• Ensure briefing materials and project notes for each visit are prepared in advance. For meetings with Donors/Partners and other organizations
• Work with the respective function heads to prepare agenda/briefing notes and presentations for such meetings.
• Facilitate other support where the involvement of the Office of the President is requested. Workflow management and staff supervision for the President’s Office
• Maintain a calendar of events for the President’s diary and Office, prioritizing meetings/activities based on emergencies, policy inquiries, AGRA strategy and current projects.
• Oversee the President’s travel schedule and manage expense reports to ensure they are submitted in compliance with AGRA policy.
• Monitor the Office budget to ensure it is within the allocated limits and make amendments where necessary.
• Supervise Office support staff for optimum day to day efficiency and productivity and conduct their annual performance appraisals.
• Oversee visits emanating from or to the Office.
• Chair unit meetings for the Office.
Other tasks and requests for the President
• Any other tasks and follow up that may be assigned by the President.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
• Previous experience working with development and fundraising programs to increase donor contributions and funding sources.
• Proficiency in Windows, including MS Word, EXCEL and PowerPoint;
• Ability to conduct research and present data in a succinct and well-written manner.
• Ability to work independently and with professional discretion.
• Excellent writing, editing, grammatical, organizational, and research skills.
• Ability to work with a broad range of people including major donors, Board members, foundation staff, colleagues of the President and staff, and others.
• Knowledge of other languages and international customs is an asset; knowledge of French is helpful.
• Excellent management, time-management, and problem-solving skills.
JOB HOLDER QUALIFICATIONS
a) Individual Planning and Organizing: Devises plans of action with explicit paths of specific action and measures of accomplishment for self and/or others, and allocates suitable resources so that objectives are achieved. Strong administration skills.
b) Technical Competencies for the position: Demonstrates knowledge and skills of all own work role specific issues as described in this Job Description, especially organization governance, own staff supervision and support to the Chief of Staff and Strategy in external relations protocols and corporate communications.
c) Accuracy and attention to detail: High level of accuracy, attention to detail and thoroughness. Ability to maintain a timely and efficient work flow.
d) Managing Resources: Demonstrates the ability to plan and use resources (people and/or finance and/or physical assets) in accordance with AGRA guidelines and delegated accountability so that objectives are achieved in the most effective manner possible.
e) Interpersonal Communication and Relations: Exceptional individual and group communication skills, and ability to represent AGRA externally at high levels. Demonstrates ability to maintain lasting, healthy, and effective one-to-one working relationships with AGRA partners, suppliers, customers, professional peers, own colleagues and others, and the media if called upon.
f) Intercultural Sensitivity and Effectiveness: Demonstrates ability to cross and bridge different racial, cultural, or business cultures. This requires and is exhibited by personal experience of international or cross-cultural business with improved achievements.
g) Team Work: Demonstrates productive drive in working as an Executive Assistant and with peers, partners, consultants and others to achieve pre-targeted and measurable operational results for self, and for the one supported or supervised.
Academic and Professional Qualifications
• First degree in Business, Management, Public Administration or any business related area. A Master’s degree is an added advantage.
• Training in Communications.
• At least 3 years’ experience managing a busy, high profile office
• A total of at least 7 years’ of relevant work experience.
Other Job Requirements:
Key contacts: Internal & External
• Senior Management
• Board of Directors
• AGRA external Donors
• AGRA Project Grantees
• Senior Officers of Government and other organizations.
Location & Work Related Travel:
Based in Nairobi, Kenya with approximately 10% travel
An attractive remuneration package commensurate with the responsibilities of the position will be negotiated with the successful candidate.
If you believe you are the right candidate for this position, kindly submit your application with a detailed CV (including your e-mail and telephone contacts) to firstname.lastname@example.org. Please quote the job reference number in the subject line of the application e-mail.
To be considered, applications must be received by 26th April 2019.
For more information on AGRA, applicants can visit www.agra.org
Only shortlisted candidates will be contacted.