Summary
Date Posted: Tuesday, March 29, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Executive Assistant
Context of the Role
The Executive Assistant reports to the Chief Executive Officer (CEO) and is responsible, primarily for providing professional and administrative support for programme delivery to the CEO.

Job Purpose
The objective of this role is to assist and support the CEO in carrying out high level program development, advocacy, negotiations, communications, coalition building, organisational leadership, management, and fund raising.

Key Competencies
Attribute
• Practical job Knowledge, work output and quality
• Excellent time management abilities with delivery of work assignments,
Communication
• Professional, courteous, responsive, and friendly manner
• Contextually organizes and clearly presents information (emails, reports)
• Clear, concise, and accurate writing skills
• Ability to build strong supportive working relationships with co-workers and excellent rapport with FSD Zambia partners
• Excellent record keeping and filing

Organisation
• Highly organised work style, ability to respond quickly to daily demands of the position and ensuring smooth functioning of project administration
• Excellent information management skills both in hard and soft copies
• Great attention to detail and accuracy in work
• Confident in Microsoft Office Word, Excel, and power point
Compliance
• Adheres to project rules and regulations in all aspects of administration and of the work
Negotiation
• Ability to negotiate for best price or best conditions for FSD Zambia, with maintenance providers and other suppliers
Financial acumen
• Good numeracy and basic accounting knowledge
• Able to provide support to finance and procurement staff
FSD Zambia Policy and Contract Adherence
• Follows appropriate protocols and standards as per FSD Zambia policies, and procedures including appropriate use of FSD Zambia assets
• Demonstration of our agreed mission, vision, objectives, M4P principles, and corporate culture values in work

Scope of Work
Administrative Support
The Executive Assistant provides administrative support to the CEO. This includes, but is not limited to:
• Detailed calendar management (including CEO’s leave)
• Travel coordination and logistics expense report management
• Assist in preparation of expense and other admin reports
• Coordination of meetings, including attendee management, material preparation, and room set-up and issue resolutions.
• Coordinating workflows with other members of staff, returning/collecting paperwork
• Provide other administrative and office management support, as needed
• Process all executive procurements through the system (Sun System)
Communication Support
• Assist the CEO monitor, prepare and disseminate written and spoken communication
• Composing and preparing correspondence that is sometimes confidential
• Assist in drafting and responding to email and other correspondence
• Typing, printing, scanning, and photocopying as required
• Filing (hard copy and electronic)
Programme Support
• Assist the CEO in preparing program materials
• Take notes and action points at key program meetings
• Compile and disseminate program materials and documents
• Support the Management Team to track key work and update timelines
• Prepare briefs and memos on key program issues, as assigned.
Event support
FSD Zambia hosts several events including meetings for governance bodies such as the Board of Directors and Committees and other high-level stakeholder engagements. The Executive Assistant is responsible for supporting the Operations Officer and Communications Officer as requested with:
• On site FSD Zambia events, as required by the communications and technical team members
• Event preparations and post event actions in liaison with the relevant Directors/heads
Board Support
• Prepare Board papers, circulate Board minutes and actionable issues to all stakeholders, and manage the Board meetings calendar in line with the CEO’s directives. Manage all Board files and paperwork and track materials and support the Members in necessary letters, files, and submissions.
• Ensure timely payment of Board Retainer and Sitting fees.
• Attend as minute secretary at Board and PIC meetings and assist the CEO to coordinate the implementation of Board decisions. Revise minutes after Board review and finalize for signature and copies on file and with Company Secretary. Develop schedules for the implementation of Board issues and ensure that the different committees meet when there are supposed to meet.
• Prepare periodic performance reports for dissemination to stakeholders by the CEO and status reports on the CEO’s key projects, tasks and responsibilities. Monitor the implementation of the projects, plans of action and targets in line with the Business plan, CEOs, and Board directives.

Additional activities as required in support of FSD Zambia’s programme
The FSD Zambia team has a flexible approach and hence the Executive Assistant, among other roles and responsibilities will also:
• Do any other tasks as requested by the supervisor
• Cover for colleagues on leave or absent

Conduct of the Work
FSD Zambia has a very flat management structure which works in an interdependent manner. FSD Zambia encourages team approach for relevant support, advice, and ideas exchange but with personal leadership, initiative, and responsibility to deliver on objectives at all levels.

Key Functional Capabilities
• Leadership
• Planning and Coordination
• Accountability
• Time Management
• Team Management
• Creative and Innovative
• Assertiveness
• Emotional Intelligence
• Values and Ethics
• Credibility and Integrity
• Positive attitude
• Ability to self-start, work independently and achieve high standards to meet multiple deadlines

Key Relationships
• FSD Zambia CEO
• FSD Zambia management team
• All other FSD Zambia technical and operational staff
• FSD Zambia Board of Director and Committees
• Cooperating Partners

Qualifications
The ideal candidate will have:
• Bachelor’s degree in Law, Social Science, Business Administration, or a related field.
• Grade 12 certificate
• At least 5 years’ experience in a similar position
Proficient in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint)

Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

Job application procedure
Applicants must submit a cover letter and resume to recruitment@fsdzambia.org by close of business on 4 April 2022.
Only shortlisted candidates will be contacted. Candidates who do not use the stipulated email will not be considered.

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