Executive Assistant: Urgent Action Fund-Africa (UAF-Africa)
Deadline: Open until filled
Department: AdministrationPosition
Location: Harare, Zimbabwe
Reporting to: Head People & Culture
Type of Contract: 3 years fixed term
Expected start date: As soon as possible
Who we are
Urgent Action Fund-Africa (UAF-Africa), is a consciously feminist and women’s human rights pan- African Fund, registered in Nairobi, Kenya. Operating as a virtual organisation, the Fund boasts of strategic presence in Africa’s five sub-regions- East Africa: Nairobi, Kenya; North Africa: Cairo, Egypt; Central Africa: Bujumbura, Burundi; Southern Africa: Harare, Zimbabwe and West Africa: Abuja, Nigeria. Recognising the need to move resources rapidly on a continent where opportunities and threats arise and decline quickly, UAF-Africa uses a Rapid Response Grant making mechanism to support unanticipated, time sensitive, innovative and unique initiatives that promote women’s agency in democratic governance, economic and environmental justice, natural resources governance, conflict transformation and justice processes while protecting their personhood, integrity and rights.
Position Overview
The position provides efficient administrative and executive support to the Executive Director (ED) and the Board of Directors (BD). The incumbent supports in the day to day general office operations within the Harare, Zimbabwe realm.
Specific Responsibilities
Enhances executive’s effectiveness by providing information management, logistical and administrative support in the following areas: Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics; Conserves executive’s time by reading, researching, and routing correspondence, drafting letters and documents, collecting and analysing information, initiating telecommunications; Maintains executive’s (Executive Director and Board of Directors) appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel; Represents the executive by attending meetings in the executive’s absence, speaking for the executive; Acts as a liaison between the ED’s office and all parties both internal and external;
Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries; Maintains Board, staff and wider stakeholders’ confidence and protects operations by keeping information confidential; Completes executive initiatives by assigning work to clerical staff, following up on results; Prepares reports by collecting and analysing information; Secures information by completing data base backups; Provides historical reference by developing and utilizing filing and retrieval systems, recording meeting discussions; Maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, evaluating new office products, placing and expediting orders for supplies, verifying receipt of supplies; Ensures operation of equipment by completing preventive maintenance requirements, following manufacturer’s instructions, troubleshooting malfunctions, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques; Contributes to team effort by accomplishing related results as needed; Any other duties that may be assigned by the Head People and Culture.
Qualifications
Bachelor’s Degree in Business Administration and or related fields.
Skills and Experience
At least 3 years’ experience in a similar position; Passionate about UAF-Africa’s mission, committed to teamwork, and achieving results; Class four drivers’ licence with a minimum of 3 years driving experience – mandatory; Good command of written and verbal English (Bilingual English/French an added advantage); Proficient knowledge of Microsoft skills; Excellent organizational and coordination skills; Strong problem-solving, analytical, and organization skills; Ability to interact with high level people in a multi-cultural environment; Ability to keep confidential information; Strong sense of initiative and ability to work independently as well as part of a team; Excellent time management skills including ability to juggle multiple deadlines; Proven experience working effectively in a fast-paced and cross-cultural team; Flexible and willing to perform other tasks as assigned.
Work Environment
This is a regional position that involves some regional and international travel; The position is based in Harare, Zimbabwe; UAF-Africa is an equal opportunity employer that does not discriminate in its hiring practices; In order to build the strongest possible workforce, UAF-Africa actively seeks a diverse applicant pool.
To Apply
Please submit cover letter, and resume to [email protected] with “Executive Assistant” in the subject line. No phone calls please.