Responsible to: Country Director/Director HROE Grade: 6 Line Management: None Overall Purpose
The Executive Assistant (EA) to the Country Director (CD) will be responsible for the management and administration of the Country Director’s Office.
S/he is to support in ensuring that ActionAid Nigeria (AAN) policies and procedures – in collaboration with the other members of the team and the Country Office are fully complied with.
S/he will also manage physical and electronic documents for the Country Director’s office by maintaining documentation, filing systems and contact data base.
In addition S/he will be responsible for coordination of the Governance function, maintaining an interface between the Board and General Assembly members of AAN and the International Governance Unit (IGU); as well as review Memorandum of Understandings (MOUs) within ActionAid Nigeria.
Key Duties Programme:
Planning and organizing of all activities, workshops and seminars that relate to the office of the Country Director.
Taking minutes of all strategic meetings involving the Country Director’s Office.
Representing – when necessary- the CD at for a relating to the progress, advocacy and show-casing of AAN’s work in Nigeria.
Act as a liaison person with programme and other relevant units on administrative issues as it relates to the CD’s Office.
Development and management of the Information Systems within the CD’s office.
Act as secretary to the Procurement Committee
Produce and contribute to programme/event reporting.
Finance:
Facilitate the financial processes for consultancies and other programme events’ with the support of the Finance Department as it relates to the CD’s Office.
Produce budgets for events and assist in the development of the programme’s budgets and plans by working closely with the HROE and Finance Units.
Board:
Ensure proper reporting, documentation and communication of all AAN Governance proceedings
Coordinate AAN Governance and staff induction; and orientation processes
Maintain an interface with IGU and AAN Governance body
Coordinate proper documentation and filing of all AAN Statutory documents with relevant government agencies
Coordinate the process of General Assembly (GA) member recruitments and selection ensuring that all organizational equal opportunity parameters are considered
Coordinate all field visits of Board and GA members to AAN project sites
Act in an advisory capacity to all members of the governance body especially new members to facilitate their ability to perform effectively.
Act as an information hub between AAN Management and the Governance Body.
General:
Develop and oversee the implementation of an appropriate and user-friendly record, Management system and ensure files are up to date.
Administer programme and other internal meetings, and follow up staff and other stakeholders on relevant issues and action points.
Review of incoming and outgoing Memorandum of Understandings (MOUs) in AAN
Key Working Relationships:
Internal: All staff
External: Service providers, Partners, Government Agencies, Board & General Assembly Members, International AA Office and other stakeholders.
Person Specifications Education/Qualifications:
Barrister-at-Laws (B.L) and Bachelor of Laws (LLB) is essential
Membership of NIM or relevant professional Institute
Experience:
Minimum of five years post NYSC experience in Administration is essential
Office administration experience is essential
Experience designing and co-ordinating training/meetings is essential
Excellent working knowledge of Excel, Word & Outlook (MS Office in general) & experience in handling cash
Experience in working with international development of NGO agencies.
Experience in managing Local Area Network
Skill/Abilities:
Fluency in spoken and written English language
Highly numerate
Excellent planning and prioritisation skills
Ability to think Strategically
Excellent (proven) interpersonal skills
Oral and written communication skills
Strong analytical/problem solving skills.
Multi-tasking skills
Negotiation skills
Personal Qualities:
Creative and takes initiative.
Able to work effectively in a diverse team environment
Good motivator of others
Willing to work additional hours at crucial times.
Self motivated person able to work without close supervision
Effectively promote AAN’s mission values, and objectives
Team player
Applicants should send their Applications in one document and MSWord attachment to: vacancy.nigeria@actionaid.org Subject line of emails must state clearly, job title of position applied for and location e.g Executive Assistant to the Country Director/Board Liaison Advisor – Abuja Click here to download the Application Form (MSWord) Note
Apply via :
vacancy.nigeria@actionaid.org
