Executive Assistant at Hivos East Africa

Job context

Hivos is looking for an Executive Assistant to provide support to the Regional Director (RD), senior management and the organization by undertaking professional secretarial and administrative duties.

Responsibilities

• Providing quality secretarial and support services to the RD.
• Maintaining confidentiality and integrity of correspondence in the Office by drafting letters and documents, collecting and analyzing information and initiating communication.
• Maintaining the RD appointment schedules and diary by planning and scheduling meetings, conferences, teleconferences, and making local and overseas travel arrangements.
• Prepare and modify documents including correspondence, reports, drafts and email.
• Maintain all calendars/diaries, schedule appointments and take responsibility for meeting room management and ensure that the senior management team members are well prepared.
• Handling all incoming and outgoing correspondence including e-mails, general correspondence and other communication on behalf of the RD.
• Drafting of letters, presentations, minutes and reports as directed by the RD.
• Processing visa applications and renewals for passports for the RD.
• Facilitating and coordinating Management Team meetings including senior management team meetings with the RD.
• Co-ordinate all pertinent travel arrangements for external partners including booking of hotels, flights and other associated arrangements.
• Coordinate all Hivos EA Board & AGM meetings including minutes and all Board correspondence as directed by the RD.
• Provide support to program staff in organizing workshops, trainings and conferences as directed by RD.
• Maintaining of an accurate filing and record system including organization’s electronic inventory.
• Take minutes during and keep board meeting records.
• Handle and distribute all incoming and outgoing correspondences.
• Any other duties that the job holder may be asked to do from time to time .

Knowledge, Skills and Abilities

• Good writing, analytical and problemâ€solving skills.
• Proficient in computers (MS Office) & Internet use
• Strong Organizational, administration, and office management skills.
• Ability to communicate effectively in English.
• Ability to follow oral and written instructions.
• Ability to work independently and as part of a team.
• Ability to learn and use information management software.

Minimum Qualifications

• Relevant Bachelor’s degree or comparable work experience.
• At least 3 years work experience relevant for the function.
• Proven proficiency in computer and internet use.

What we offer

We offer a competitive package based on the candidate’s qualifications.

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Job context

The Green Society’s, Green Foods and Productive Landscapes portfolio collaborates with regional, national and local organizations to enhance the economic position of rural entrepreneurial men and women. Key areas of work include sustainable agriculture, strengthening smallholder organizations, access to markets, finance and business development, green growth and climate smart technologies, sustainable energy and carbon finance. Gender and youth are cross cutting themes in Hivos East Africa green foods programs. The coffee programmes in this portfolio consist of two main programmes: The Sustainable, Secure Smallholder Systems at Scale (4S@Scale) and the Gender & Generational Empowerment Programme.

The Project Manager oversees the coordination and administration of all aspects of the Coffee Programmes including implementation, planning, organizing, staffing, leading, and overseeing programme activities.

Your responsibilities

1. Programme Implementation: Overall management and coordination of programs and projects in the green foods and productive landscapes portfolio in East Africa including but not limited to:-

• Provide strategic and technical oversight to ensure programs deliver high quality outputs with accuracy and consistency.
• Ensure regular field visits to all program sites and maintain strong and productive relationships with implementing partners, stakeholders and donors.
• Maintain excellent and healthy donor relations and ensure Hivos and grant partners adhere to grant agreements.
• Lead and manage program monitoring and evaluation for continuous learning, improvement and growth.
• To assess the levels of risks associated with program implementation and suggest mitigation strategies.
• Ensure donor reports are submitted to donors in the best possible quality and with strict adherence to donor reporting guidelines.
• Manage partnerships and relationships with staff, colleagues, partners and stakeholders.
• Promote brand visibility through innovative communication and information dissemination.
• Contribute to programme development and fundraising for the green food portfolio by working closely with the Programmes Manager.
• In collaboration with the finance department, manage budgets and finances in coffee programmes and ensure prudent resource use.
• Represent Hivos in an attractive and leading way and position it as a thought leader in the coffee sector.

2. Human Resource Management: S/he is responsible for performance management of all staff reporting to him/her.

• Manage staff development through performance based management and leadership.
• Create a conducive work environment and team culture for professional growth and development of personnel at all levels.

Your profile

• Demonstrable knowledge and experience of the coffee sector in East Africa. Should be well versed in the issues affecting small holder and SME coffee farmers in East Africa.
• An Advanced university degree in Agriculture.
• At least 3-6 years experience in the East African coffee sector. Experience in working with Private Sector is a plus.
• Demonstrable research skills, and ability to present research findings in clear and convincing ways to donors, partners and other internal and external stakeholders,
• Demonstrable experience & track record in working with international donors in substantial programmes.
• Demonstrable track-record in program development and resource mobilization.

Working Conditions

The Project Manager will be based in the Nairobi office, but should expect to spend 50 percent- 60 percent of time in the Uganda and Tanzania office. The Project Manager is expected to travel frequently especially to remote parts of rural Africa.

What we offer

We offer a competitive package based on the candidate’s qualifications.