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Job Title: Executive Assistant

Organisation: African Initiatives for Relief and Development (AIRD)

Duty Station:  Kampala, Uganda

Reports to: CEO

About US:

African Initiatives for Relief and Development (AIRD) is a non-governmental, non-political, non-religious and non-profit making organization with the main aim of protecting and seeking durable solutions for Refugees and IDPs in Africa in partnership with UNHCR the UN refugee agency.

Job Summary:  The Executive Assistant to the CEO provides executive and administrative support to the CEO, SMT and Board of Directors, as well as HR. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. The Executive Assistant serves as a liaison to the Board of Directors and Senior Management Team; organizes and coordinates CEO outreach and external relations efforts; and oversees special assignments as maybe directed by the CEO:

Key Duties and Responsibilities:

Executive Support

• Assists the CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing a diary of events, an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
• Coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with the SMT, and HO and CP staff.
• Communicates directly and on behalf of the CEO with Board members, donors, HO and CP staff on various operational matters as directed by the CEO.
• Supports CEO in his external commitments, including service on external boards, Un Interagency Groups, International NGOs umbrella organizations, committees, and other groups.

HR Support

• Administratively supports HR: recruiting support, documents formatting, surveys set up and other administrative tasks, drafts emails and other correspondence as directed.

Board and SMT Support and Liaison

• Serves as the CEO’s administrative liaison to the Board of Directors and manages Board activities, which include coordinating quarterly Board meetings and lunches/dinners; monthly SMT meetings, monthly/quarterly HO staff meetings, quarterly SMT and CPDs meetings, annual all AIRD staff meetings, new Board member orientations; arranging hotel accommodations for out-of-town Board members; processing travel reimbursement requests; and compiling, assembling, and distributing Board meeting materials. Research potential Board members for the Nomination Committee.
• Coordinates various meetings-both on and off site to support the CEO’s agenda, maintains confidential files and contact information.
• Maintains Board files.
• Quickly respond to queries and requests from staff, Board of Directors, SMT, CPDs, vendors, clients, and partners

Management Liaison

• Participates as an adjunct member of the SMT, including assisting in scheduling, attending meetings. Represents the CEO in designated meetings as required.
• Assists in coordinating the agenda of senior management team meetings. Prepares an account of the meetings and designates and follows up on assigned action items.
• Follow-up with Directors, Managers, and staff of respective AIRD departments on accomplishment of assignments and deadlines as agreed during SMT and related meetings.

Secondary Responsibilities

Performs other duties as assigned.

• Provides assistance as needed to front desk operations to include, but is not limited to, answering phones, accepting package and other deliveries, lunchtime relief, and greeting and signing in visitors/guests.

Qualifications, Skills and Experience:

• The ideal applicant must hold a Bachelor’s degree or equivalent experience with social sciences background and an interest in national, Africa and global issues.
• Three to five years of providing support for upper-level management in a related organization, preferably International non-profit organizations.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to details.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
• Proficiency in Windows, including MS Word, EXCEL, and PowerPoint.
• Ability to learn new software such as Doodle polls and CEO’s Desk board portal.
• Ability to conduct research and present data in a succinct and well-written manner.
• Ability to work independently and with professional discretion.
• Excellent writing, editing, grammatical, organizational, and research skills.
• Ability to work with a broad range of people including major donors, Board members, staff, colleagues of the CEO and others.
• Knowledge of other languages and international customs is an asset; knowledge of French is helpful.
• Excellent management, time-management, and problem-solving skills

How to Apply:

Applications clearly indicating ‘’Executive Assistant’’ in the subject line may be sent to hr@airdinternational.org

Deadline: 19^th April 2022

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