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Job Title:  Executive Assistant (Fresher Jobs)

Organisation: Faraja Africa Foundation

Duty Station: Kampala, Uganda

Reports to: Executive Director

About Organisation:

Faraja Africa Foundation is a youth-led Non-profit International Organization founded in 2013 with a team of youth entrepreneurs and leaders enthusiastic about changing Africa, while strategically placing itself in government structures in empowering youth for development. Our mission is to prepare emerging leaders to initiate, develop, and sustain youth community and economic initiatives; while our vision is, to produce an informed economically empowered, and socially engaged youth-led society with 21st-century skills dedicated to building the African continent. Faraja (Swahili word for comfort) Africa Foundation empowers and provides young people with the needed skills to succeed. Currently, our focus is on youth leaders in areas of social entrepreneurship, leadership & civic engagement with the strong use of technology and digital tools. Providing ongoing training and coaching for youth (as future leaders) in both civic engagement and entrepreneurship, in achieving sustainable development, and their needs across Africa.

Job Summary:  The Executive Assistant will be responsible for the provision of high-level administrative, legal and Board liaison support to the ED.

Key Duties and Responsibilities:

• Administrative support to CMT, The Board and the General Assembly Provide secretarial support to CMT, the Board and the General Assembly in line with FAF policies and procedures
• Lead in developing, implementing, monitoring and accounting of Plans and Budgets for the ED and internal governance organs.
• Provide executive assistance support to the ED and FAF
• Board Chair as and when needed.
• Provide legal support to FAF on all matters impacting its operations.
• Undertake basic research and report on areas of interest to
• FAF as required by the ED or the National Governance Board.
• Coordinate efforts to enhance FAF compliance with Affiliate Agreements, Governance Framework and legal requirements.
• Coordinate the ED’s project engagements and social enterprise action points
• Calendar management for ED.F
• Format information for internal and external communication – memos, emails, presentations, reports and social media for the ED.
• Aid executive in preparing for meetings
• Responding to emails and document requests on behalf of ED
• Draft slides, meeting notes and documents for ED
• Act as the point of contact among executives, employees, clients and other external partners
• Manage information flow in a timely and accurate manner
• Manage executives’ calendars and set up meetings
• Make travel and accommodation arrangements
• Rack daily expenses and prepare weekly monthly or quarterly reports
• Oversee the performance of other clerical staff
• Act as an office manager by keeping up with office supply inventory for the ED
• Format information for internal and external communication – memos, emails, presentations, reports
• Take minutes during meetings
• Screen and direct phone calls and distribute correspondence
• Organize and maintain the office filing system for the ED
• Organise press briefings and manage the directorate’s public relations & media.
• The ideal candidate will provide top-level assistance for high-level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive’s behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations. Acting as the point of contact among executives, employees, clients and other external partners. Managing information flow in a timely and accurate manner. Managing executives’ calendars and setting up meetings.

Qualifications, Skills and Experience:

• A Bachelor’s Degree in Social Work and administration from a recognised Institution.
• A relevant professional qualification such as ICSA would be an added advantage.
• At least three years of similar experience working in a busy agency, institution or similar non-governmental Organisation.
• Excellent written and oral communication skills with demonstrated high proficiency in correct spelling, grammar, tone and syntax
• Experience in corporate governance and legal practice
• Demonstrated experience in handling sensitive and confidential information with poise, tact and diplomacy
• Strong Organisational skills that Research skills reflect the ability to perform and prioritise multiple tasks seamlessly with accuracy and attention to detail
• Strong interpersonal skills and ability to build relationships with stakeholders, including teammates, Board members and external legal fraternity
• Ability to take initiative to get tasks done, proactively track the status of activities and solve problems to keep activities moving forward
• Emotional maturity, ability to take constructive feedback, thrive in ambiguity and perform under pressure
• Impactful research and report writing skills
• Ability to draft and implement policies
• Experience in managing multiple priorities, administrative coordination, and logistics
• Excellent verbal and written communication skills
• Proficient in Microsoft Office suite
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Work experience as an Executive Assistant, Personal Assistant or similar role
• Excellent MS Office knowledge
• Outstanding organizational and time management skills
• Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)

How to Apply:

All candidates should send their applications (Cover letter, CV, and certified academic documents) should strictly be sent by email to apply@farajaafricafdn.org as one document addressed to The Hiring team

Deadline: 21st June 2024 by 12:00pm

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