Job Vacancies at Investing in Children and their Societies (ICS-SP)

Reports to: Director

Duration: 6 months**

Purpose of function

Under the direct supervision of the Director, the Executive Assistant intern, will be responsible for supporting the Director with various administrative and programmatic processes essential to day-to-day operations.

Roles and responsibilities

• Manage the Director’s electronic diary. Organize the daily schedule of the Director, ensuring that she knows her schedule in advance and keeping appointments and meetings on time or changing schedules when necessary.
• Prepare & manage correspondence on behalf of the Director.
• Manage external contacts for the Director, proactively understanding who they are, which are priority contacts and keeping track of periodic communication needed for priority contacts.
• Planning and organizing meetings, workshops and events.
• Planning and organizing travel plans and itineraries.
• Make submissions of the Director’s expenses reimbursement and other financial requests.
• Act as a liaison between the Director’s office & members of staff.
• Coordinate with other staff to follow-up on deadlines required by the Director.
• Answering calls and responding to queries.
• Maintain the Director’s inbox and take the appropriate follow-up actions as required.
• Ensure the Director has adequate information and is prepared for all engagements.
• Meet and greet clients on behalf of the Director.
• Assist with and provide research and creation of presentations.
• Ensuring timely and organized filing of documentation for easy access and retrieval. Maintain both hardcopies and electronic copies of the office records.
• Ensure all relevant data and materials are provided for reporting, by continuous review of project data and consulting staff.
• Support projects team as requested.
• Assist in developing funding requests and reports that accurately represent the organization’s work as provided in the current strategic plan.
• Assist the Director in general correspondence and liaison with donors, Government officials, other relevant partners.
• Prepare materials for presentations.
• Provide administrative assistance as requested.
• Any other duties as advised by the supervisor.

Minimum requirements

• Bachelor degree in a relevant field.
• At least three (3) months relevant experience.
• Proficient knowledge of Microsoft applications.
• Good problem solving & time management skills.
• Excellent written and verbal English.
• Excellent organizational and coordination skills.
• Highly confidential.
• Strong sense of initiative.
• Passionate about children and ICS vision
• Ability to work in a fast-paced environment

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Reports to: Project officer

Duration: Six (6) months**

Purpose of function

Under the Project officer, the programs intern will provide support in the implementation of projects activities for the smooth running of the project. The intern will assist the programs teams in the continued implementation of ongoing initiatives and interventions.

Roles and responsibilities

• Organize and participate in capacity building activities including training and field activities.
• Assist the project officer in following-up on field activities.
• Organize and participate in events, conferences and any other project-related initiatives to provide or receive information and support the needs of the attendees and Project Officer.
• Assist in drafting and preparing documents.
• Support in maintaining organization database to provide up-to-date information.
• Ensuring timely and organized filing of project documentation for easy access and retrieval. Maintain both hardcopies and electronic copies of the office records.
• Assist in the daily activities of the programs team by supporting administration tasks as and when necessary.
• Liaise effectively with all levels of internal staff and external stakeholders.
• Ensure information requested on projects is presented accurately and on time.
• Collection, summarization and entry of data from the field.
• Write activity reports based on agreed-upon timelines.
• Work with community facilitators and mentors to ensure quality service delivery.
• Coordination of procurement and delivery of material to field sites.
• Proactively identifying problems and delays that may arise and proposing potential solutions.
• Perform any other duty as assigned.**

Minimum requirements

• A Bachelor degree in a relevant field.
• Three (3) months experience in a similar role.
• Excellent oral and written communication skills.
• Ready to gain hands-on experience.
• Practical knowledge of Microsoft Office Suite.
• Works well with others and have the ability to multitask