Executive Office Associate

Specific Job Responsibilities

Executive Support to the ARO Director 75%

• Maintains the Director’s diary.
• Work with the Director in preparing for meetings, conferences, and interviews.
• Schedule appointments with staff, partners, and government officials for the director as well as with internal stakeholders.
• Collaborate and coordinate regional bi-monthly update reports from the various sections at ARO and ensures a timely transmission towards DNDi staff bi-monthly updates.
• Sorts all incoming mail which requires the attention of the Director, routing all other correspondence to appropriate staff for action.
• Approve expenses related to the Director’s office as per signature policy and delegation matrix.
• Serve as the liaison point for communication between ARO and Global Executive Office Prepares a variety of documents, including but not limited to, letters, reports, inter-office memoranda and emails.
• Lead file custodian in the Director’s office.
• Supervises and trains interns posted to the Director’s office.
• Participate in efforts geared towards improving the effectiveness and efficiency of operations in accordance with the policies and procedures as laid down in the organization’s Quality Manual.
• Other tasks as required.

Executive Support to the Senior Management Team (SMT) 10%

• Spearheads the preparation of Senior management meetings by drafting the agenda taking notes & ensuring follow-up on action points.
• Act as liaison point between the ARO Senior Management Team and contributes to central projects requiring input from ARO SMT.
• Follows up on yearly key deliverables and objectives as set by the SMT in the Action Plan.

Support Executive the Executive Office Team (15 %)

• Actively participate and make contributions during the weekly Global Executive Team (GEOT) Meetings
• Coordinates the bimonthly all team meetings, including organizing the logistics, collating, compiling, formatting, and distributing the bimonthly report and presentation slide deck.
• As needed, covers the absence of the Travel Officer.

The above list of responsibilities is not exhaustive, and you may be required to undertake other responsibilities appropriate to your grade.

Reporting line

• The Executive Office Associate reports to the Senior Executive Office Associate has a secondary reporting line to the ARO Director
• Works closely with the ARO Senior Management Team, interacts with entire DNDi ARO Team, closely supports DNDi Global Teams in their interactions with the AROs and the Global Executive Team.

Attributes/Skills

• Ability to use initiative, prioritize, multi-task, and work well under pressure to meet deadlines.
• Clear and systematic thinking that demonstrates good judgment and problem-solving competencies.
• Very good communication skills in multicultural, multi-lingual environments
• Ability to work effectively as part of a multicultural team.
• Well organized and structured
• Very good analytical skills
• Ability to contribute to the project delivery under minimum supervision.
• Ability to manage small projects if delegated by upper levels with supervision.
• Ability to offer seamless support, with excellent levels of collaboration and communication, on a remote basis.

Experience

• Minimum of 3 years’ experience with graduate degree
• Proven ability to work effectively in a team environment and matrix structure.
• Fluency in both oral and written English
• Experience in Microsoft Suite. Knowledge of SharePoint is desirable.

Education

• Graduate or post graduate degree in a relevant field.