Executive Assistant to the Executive Director 89 views0 applications

ABOUT US:

Fairtrade Africa (FTA) is the umbrella network organization representing Fairtrade certified producers and workers in Africa. It has four (4) regional networks – Eastern Africa; Southern Africa; West Africa; and Middle East and North Africa. Established in 2005, FTA aims to effectively represent producers and workers within the International Fairtrade System and provide services to them that contribute to the improvement of their livelihoods. The FTA Board directs policy and strategic development of the organization.

FAIRTRADE AFRICA PURPOSE: To improve the socio-economic conditions of African producers through increased access to better trading conditions.

ABOUT THE JOB:
To enhance the Executive Director’s effectiveness by providing full management and administrative support and ensuring that conflicting demands in the Executive Director’s diary are effectively managed and resolved.

LOCATION: Nairobi, Kenya,

REPORTING LINES:
Post holder reports to: Executive Director
Staff reporting to this post: None

BUDGET RESPONSIBILITY: Yes

DUTIES & RESPONSIBILITIES:

Diary Management:
• Plan and design the Executive Director’s long-range calendar, which includes board, donor, partner and Fairtrade International meetings and conferences.
• Co-ordinate the daily schedule and communicate all details with relevant stakeholders to ensure effective time management and workflow.
• Prepare agendas and materials for the Executive Director’s daily meetings
• Arrange the Executive Director’s global and domestic trip itineraries.
• Manage and respond to inquires and correspondence, or re-route as required, liaising with colleagues on messages, drafting remarks, and preparing documents for his/her review.
• Plan internal staff and leadership team meetings. Take minutes and ensure appropriate distribution.
• Co-ordinate and prepare key documents for the Executive Director and ensure that all relevant information is provided prior to appointments and meetings.
• Prepare, consolidate and submit regional and departmental reports to the Executive Director, extracted from the respective direct reports monthly.
• Update and maintain the Executive Directors office filing system and various databases, computer files and directories, and keep a log of important documentations.

Board Management:
• Organize and plan meetings, circulating notices of meetings, ensuring availability of meeting rooms, external venues, equipment, and materials as required for the management team.
• Co-ordinate all logistics, prepare the agendas and take minutes of Board, board committees (when in attendance), management and staff meetings.
• Produce and distribute the minutes of the meetings as appropriate and ensure prior distribution of relevant folders to Board of Directors.
• Maintain up to date records of all the meetings.
• Arrange both national and international travel and organization for accommodation for the Board, producer visits, and other guests as required for international travel, obtain visas, check travel health requirements and obtain foreign currency.

Budget Management
• Create and manage the Executive Director’s office budget, ensuring all expenditure is in line with FTA’s procedures, processing expense claims, checking invoices prior to authorization and coding expenditure to correct budget headings.

SKILLS & EXPERIENCE:

Qualifications:
• Bachelor’s degree in public or business administration
• Member of KENASA – Kenya National Secretaries Association.

Experience and Knowledge:
• 4 years’ experience as Personal Assistant at Director level or equivalent position,
• Experience in scheduling meetings, preparing and disseminating related communications, coordinating complex travel arrangements.
• Knowledge of MS Suite Application
• Experience of providing administrative support, including minute-taking, for Board and board committees

Skills:
• Excellent communication skills; written and oral
• Ability to write clear and concise letters, papers and reports, prepare PowerPoint presentations for internal and external use.
• Ability to work under pressure, organize and plan work on own initiative,
• Demonstrable skills in using MS Office applications especially Word, Excel, Outlook