Executive Assistant at African Academy of Sciences

The Executive Assistant will be responsible for providing administrative support to the Executive Director as well as administrative, logistical and coordination tasks within the office of the Executive Director. The position provides a range of high-level and comprehensive administrative, personal and other support services to ensure the Executive Director’s work is supported with the appropriate service, systems and processes to maintain high standards.

Responsibilities

ED’s Office Management

• Assists the ED, in management and leadership functions, i.e. networking with regional offices and programmes, the Fellows and wider partner network, as well as other organisations
• Assist the ED’s office to compile relevant information and analysis as required for The AAS as well as preparation and submission of reports to international partners and other audiences with the support of relevant programmes and communications department where required
• Coordinates logistics for all relevant internal meetings and external events as necessary, prepares documentation for assigned meetings and monitors follow-up
• Organises agendas, meetings, and appointments for the Executive Director and streamlines requests and workload
• Organises travel/accommodation for the SMT team, including negotiating fares, costs and itineraries;
• Manage and maintain the ED’s diary, arrange routine and ad hoc meetings as required coordinating every aspect of the busy calendar, which is subject to regular changes
• Conduct weekly diary meetings with the ED to discuss upcoming engagements, invitations and other requests
• Administer ED’s correspondence, manage incoming calls, and prioritise phone messages, emails and mail. This includes filing of correspondence/documents to/from the ED
• Make and keep appointment schedules for the ED while keeping him informed of documents/matters that need his attention
• Act as point of contact for the stakeholders for matters pertaining to the ED’s Office
• Handles all calls, visitors and queries directed to the ED and directing them to the appropriate persons when necessary.
• Coordinte with the Head of Commununications and PR to handle public relations issues related to the office of the ED
• Develop and maintain an address list of international contacts within Africa and offices where The AAS has partnerships

Administrative Support

• Design standard reporting templates to enhance efficiency in meetings and ensure salient strategic issues are brought to the force for ease of execution
• Oversee the ED’s office, providing comprehensive support services that ensure a professional, responsive and effective experience with the Academy as a whole
• Provide logistical support for AAS guests, Council members, Fellows and various other committee members during their visits to Kenya. This includes liaising with the Travel Officer in ticketing and accommodation arrangements for senior staff, regional partners and visiting the ED’s Office;
• Create and maintain effective filing systems, maintain and update accurate executive records using the diary, mail and computer databases
• Organsing board and committee meetings, which involves drafting agenda, gathering reports from various entities, coordinating logistics, compiling board pack content and distribution to the members on quarterly basis
• Arranging travel and accommodation for the ED and other executives when required; booking flights, hotels, transfers, organising foreign currency and arrange appointments with business partners based internationally
• Provide effective management of symposiums, conferences, meetings coordinated from the ED’s office and held at AAS or outside the Academy
• Maintain confidential/personnel records using discretion and initiative. This includes updating leave records for the ED
• Oversee the Executive Director’s office budget. Place orders and other administrative requests for the ED
• Providing general administrative support to ED as well as the Senior Management Team, which includes collating information/documents, following up regulatory bodies, ED office budget monitoring and setting up of effective filing systems
• Collating feedback and communication from other departments within the organisation to the ED
• Supervise the cleaning, tidying and maintenance repairs of the ED’s Office

Strategy and Partnerships Support

• Managing the day-to-day operational, financial operations and administrative activities of the directorate by organising the flow of work and prioritising incoming requests and follow through to ensure timely responses
• Maintaining the diary of the Director of Strategy and Partnerships and assisting the Programme Managers when required
• Coordinating the flow of information between the Strategy and Partnerships Directorate and the Coalition for African Research and Innovation (CARI) initiative and partners ensuring follow up on action points as required.
• Maintaining physical and e-filing systems and ensuring the filing of documents, such as activity reports and travel plans for programme staff are in the relevant files/folders
• Maintaining and updating the team’s databases and mailing lists using relevant Microsoft Office programmes
• Preparing and communicating with the Finance team on approval of purchases in compliance with AAS Procurement procedures
• Maintaining accountability to administrative systems and procedures, including submitting expense reimbursements, credit card reconciliations, invoices, and so on by the deadlines assigned

Skills and Attributes

• Demonstrate a high degree of sensitivity, confidentiality when dealing with internal and external customers
• Ability to liaise with a wide range of people, often at a high level internally and externally and with credibility, tact and diplomacy, and build strong working relationships
• Work experience in a similar position in a fast-paced environment in a reputable International NGO
• Evident managerial skills whilst dealing with external relationships including members of the board
• Over five years’ experience providing efficient administrative support to senior management
• Proven track record in meeting deadlines efficiently, resolving problems independently, using initiative to improve processes and working hard to meet organisational objectives
• Able to work under pressure and successfully deal with competing demands while maintaining complete confidentiality.

Qualifications

• Bachelor’s degree in Commerce/ Economics/ Business Administration, International relations an equivalent from a recognised University
• CPS or an equivalent professional qualification
• Diploma in office management and administration as an added advantage
• At least five (5) years’ experience as an assistant to a senior management function
• Exposure to working in a diverse cultural environment preferably in a research-based institution
• Intermediate level proficiency in MS Office applications i.e. Word, Excel, PowerPoint, MS Project, Outlook, etc.