Snr. Executive Assistant ChildFund International

Vacancy Name Executive Assistant Sr.
Employment Type Full Time (Fixed Term)
Childfund Work Location Lusaka, Zambia
Childfund Division Global Operations
ChildFund Department Country Management
Job Details
Title: Snr. Executive Assistant
Div/Dept: Global Operations
Location: CO
Reporting Relationship: Country Director
Job Grade 6
Job Purpose:
To provide administrative and executive support to the Country Director, the Senior Management Team and ensure that the CD’s office is effectively

managed.

Major Responsibilities

Child Safeguarding

Remain alert and responsive to any child safeguarding risks, acquire relevant knowledge and skills which will enable her/him to promote strong safeguarding practices, understand the child safeguarding policy and procedures, and conduct himself/herself in a manner consistent with the Child Safeguarding Policy and the code of conduct.
Planning

Plans for efficient day –to –day functioning of the Country Director’s Office.
Plans for and facilitates management meetings.
Facilitates international for all staff as well as local travels for the CD.
Plan and facilitate meetings with external partners, Govt Ministries, board members, CEOs, and other stakeholders
Maintain and monitor the CD’s online calendar.
Management Support

Provides support to management and all staff regarding documentation, information flow and records management.
Supports in the engagement with line ministries and other key partners.
Takes minutes for SMT Management Meetings & follows up on action plans.
Assists in the preparation of Letters of Agreement and MOUs with various partners.
Assist in ensuring all legal documents are in place and CO certification and returns are upto date.
Reporting

Facilitates the preparation and distribution of reports from the Country Director’s Office.
Coordinates preparation and submission of the Country Office monthly reports.
Ensures that all minutes, agendas and all correspondence with the Advisory board are filed and shared.
Accountability and expense follow-up

Prepares requests for payment from Country Director’s Office.
Processes CD’s work permit, resident permit and Driving license etc as required by law.
Ensures CD’s house rental and all utility bills are upto date and renewed as appropriate

Qualification & Experience

Minimum advanced diploma in business studies/social sciences but preferably a bachelor’s degree in the said fields.
Training in Customer care and Office Management is an added advantage
Must have excellent communication skills.
Excellent speaking and writing skills in English
Strong knowledge of MS Office including Word, Excel, PowerPoint, Outlook.
At least 3 years relevant working experience.
Demonstrable high level of professionalism & confidentiality, well organized with strong attention to detail and keeping deadlines.
ChildFund International is committed to safeguarding the interests, rights, and well-being of children with whom it is in contact and to conducting its programs and operations in a manner that is safe for children.

Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position. The candidate shall perform any other tasks as requested.