Executive Assistant, Africa Regional Office at BRAC

Key Responsibilities:

• Provide administrative and programmatic support to the Regional Director Africa, and the Deputy Regional Director, Africa
• Manages Regional Director’s office systems, including data management and reporting and filing
• Screening of Regional Director’s internal and external communications
• Manage Regional and Deputy Regional Director’s daily calendar to coordinate various meetings
• Maintains the Regional Director appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
• Receive, sorts, analyzes, and summarizes monthly/quarterly reports and maintains department records
• Organizes regular team meetings and conference calls/video-conferences, often over different time zones, including the preparation and distribution of documents
• Act as the initial contact person to the Director’s Office by responding promptly to questions from Senior Leadership Members
• Schedule and organise the Quarterly/bi-annual Country Office Review Meetings
• Takes minutes of regular team meetings and other meetings
• Requests the issuance of visas by contacting the appropriate Embassy and prepare supporting travel documents for Regional and Deputy Regional Directors
• Reconciles travel expenditures for the Director and Deputy Regional Director and submits them for authorization and payment
• Provide administrative support for the organisation of seminars, meetings, workshops, conferences, and training sessions organised through the Director’s office and in collaboration with the Office Manager
• Coordinate documentation to the Director’s office that requires signature.
• Identify appropriate opportunities to ensure the Director’s visibility and accessibility is maintained
• Follow strictly the confidentiality and sensitivity of Regional Director and Deputy Regional Director’s information related to BRAC International management
• Provide reception duties in collaboration with the Administration, Office, and Procurement Manager
• Undertake strategic projects on behalf of the Regional Director and the Deputy Regional Director
• Any other duty as may be assigned.

Others (Safeguarding)

• Read, understand, practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action
• Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.
• Follow the safeguarding reporting procedure in case any reportable incident takes place, encourage others to do so.

Educational Requirements:

• At least bachelor’s degree - Development studies/English/Business Administration or other relevant field

Required Competencies

• Sound knowledge in Microsoft Word, Excel and PowerPoint E-mail and Internet
• Ability to prioritize and multi-task in a fast paced environment
• Ability to interface smoothly and effectively among variety of high level internal and external staff
• Proactive and independent
• Excellent interpersonal skills
• Time management skills
• Proficiency in written and verbal communication skills English

Experience Requirements:

• 3-4 years of experience in secretarial functions from any reputed organisation preferable in a multinational company or NGO.