Job Details

Our client, an NGO that works to support the creation of an enabling environment that incentivizes productive investments in trade, agriculture, energy, eco-tourism and sustainable natural resource management, is looking for an Administrative Assistant to Chief of Party and Deputy Chief of Party to join their team on a contract basis.

The Administrative Assistant to Chief of Party and Deputy Chief of Party will be responsible for providing comprehensive administrative support, ensuring the smooth operation of daily activities, handling a variety of tasks to support the executives, including clerical work, meeting coordination, travel arrangements, stakeholder communications, English document writing, and logistical support.

Key Tasks and Responsibilities

Clerical and Administrative Support:

• Perform general clerical duties including photocopying, scanning, mailing, and filing.
• Upload documents and make requisitions on the internal data base.
• Manage and maintain executives’ schedules, including calendar updates and appointment scheduling.

Meeting Coordination:

• Schedule and coordinate meetings for the CoP, DCoP.
• Prepare and distribute minutes of staff, CoP, and DCoP meetings accordingly and as needed.
• Ensure meeting rooms are prepared and equipped for various meetings.
• Keep track of the notice board to inform boardroom(s) use and support to arrange meetings based on meeting reservations and details provided.

Visitor Reception:

• Receive and greet visitors, notify concerned staff, and ensure they are attended to promptly and professionally.

Travel Arrangements:

• Arrange and coordinate travel plans for the CoP and DCoP, including booking flights, accommodation, and transport.
• Ensure all travel arrangements align with DT Global policies.

Communication and Correspondence:

• Draft and handle letters, emails, and other correspondence as directed by the CoP and DCoP.
• Manage all requests and communications from the executives.
• Draft letters and communications to stakeholders as needed.

Stakeholder Management:

• Maintain an updated staff contact list and a database of all key stakeholders Ministries, Departments and Agencies, USAID and other Cooperating partners and ensure it is up to date.
• Keep track of, and flag any articles posted in newspapers or social media and/or broadcasted on radio or tv related to the projects mandate.

Logistical Support:

• Schedule and manage transport requests for the CoP, DCoP.
• Ensure all logistical arrangements for meetings and events are in place.

Miscellaneous Duties:

• Assist in the preparation, writing, reviewing, and management of documents, presentations, reports, and project deliverables for the CoP and DCoP Executives.
• Handle any other tasks as assigned by the CoP and DCoP to ensure the efficient running of the office and its mandate.

• A degree in BAEd, Business Administration or related field is desired.
• Proven experience as an administrative assistant or in a similar administrative role.
• Excellent organizational and time management skills.
• Strong English written and verbal communication abilities.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and adobe.
• Ability to handle confidential information with discretion.
• Strong interpersonal skills and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
• Detail-oriented and able to multitask effectively.
• Ability to self-manage and highly motivated.
• Previous experience working in an international development organization or a similar environment or international donor funded organization.
• Familiarity with USAID operations and policies.
• Standard office environment with occasional need for flexible working hours.

Global Core Competencies:

• Teamwork: Works cooperatively and effectively with others to achieve common goals. Participates in building a culture characterized by inclusion, trust, and commitment.
• Communication: Effectively conveys information and expresses thoughts professionally Demonstrates effective use of skills and displays openness to other people’s ideas and thoughts.
• Adaptability: Adjusts planned work by gathering relevant information and applying critical thinking to address multiple demands and competing priorities in a changing environment.
• Customer/Client Focused: Anticipates, monitors, and meets the needs of customers and responds to them in an appropriate and responsive manner.
• Diversity and Inclusion: Conveys respect for diverse individuals and perspectives; models inclusive behavior and treats everyone fairly.
• Professionalism: Displays appropriate and ethical behavior, integrity, and personal presentation in the workplace always; demonstrate respectful communication for others, both verbal and non-verbal

How to Apply

Please visit our job portal to apply before 11th July, 2024 . Only shortlisted candidates will be contacted.