Executive Assistant

DAI

JOB ADVERT EXECUTIVE ASSISTANT

POSITION EXECUTIVE ASSISTANT
PERIOD OF PERFORMANCE  November 2024 August 2027
BASE OF OPERATIONS  Lilongwe, Malawi
GRADE   7
POSITION REPORTS TO Director of Finance & Operations but Assigned to the Chief of Party

1. Project Background

Through the Malawi Governance for Solutions Activity, USAID seeks to build on the incremental gains in decentralization and associated service delivery improvements, with the understanding that to make the significant leaps now required for Malawi to meet its own development goals—in the face of a fast-growing, young population—a bold, adaptive, and sustainable approach is required. To successfully remove critical bottlenecks and diffuse effective governance practices, DAI will deploy a locally driven approach—Facilitate, Catalyze, and Scale—drawing on Problem Driven Iterative Adaptation (PDIA) as a core methodology. Through the Facilitate, Catalyze, and Scale approach, DAI will help local stakeholders to tackle the root causes of service delivery failures through best-fit solutions and offer demonstrative models based on positive deviance. Through both process-oriented facilitation and the provisions of technical support and grants, GfS will foster stable, resilient, and more self-reliant partnerships that best position local communities to address their own challenges and contribute to the trajectory of Malawi Vision 2063.

2. Position Overview

The Executive Assistant will manage and perform complex and confidential administrative functions to ensure smooth flow of operations; and provide administrative and secretarial support for the Governance for Solutions Activity Senior Management. Manage and provide direct support to the Chief of Party (CoP) Office in all administrative matters. The Executive Assistant reports to the Director of Finance and Operations but assigned to the Chief of party.

3. Key Responsibilities

    • Manage the CoP’s calendar, schedule appointments, and coordinate meetings
    • Prioritize and plan meetings, ensuring that the CoP’s time is optimized
    • Act as a primary point of contact for internal and external stakeholders, screening and directing inquiries appropriately
    • Arrange travel itineraries, accommodation and logistics for the CoP field trips
    • Prepare travel expense reports and reconcile expenses in a timely manner
    • Plan and coordinate meetings and other special events
    • Prepare and distribute meeting agendas, materials and minutes as needed
    • Maintain organized and up-to-date electronic and hard-copy filing systems into the projects Share Point
    • Manage and track documents, contracts and agreements, ensuring accessibility and confidentiality
    • Assist in the execution of special projects and initiatives as assigned by the CoP
    • Liaise with other members of staff within the project to facilitate effective communication and cooperation
    • Collaborate with other administrative staff to streamline processes

4. Core competencies and attributesHigh integrity

    • Excellent oral and written communication skills
    • Presentable and highly organized
    • A pleasant and courteous personality
    • Excellent organizational and multitasking abilities
    • Proficient in Microsoft Office Suite and other relevant software
    • Ability to work independently, take initiative, and anticipate needs Discretion and ability to handle highly confidential information
    • Familiarity with record keeping procedures.

5. Qualifications and experience

    • Diploma in Business Management/Administration; Bachelors degree will be an added advantage
    • 5 years’ experience in a similar position in a busy environment.
    • Familiarity with international NGOs a plus
    • Proficiency in a broad variety of administrative and computer skills, including MS Word, Excel, Power Point, Outlook, Share Point and other Microsoft office applications
    • Ability to communicate effectively and tactfully with all levels of staff, representantives of donors and collaboration agencies,individuals from diverse cultures and the publics
    • Able to initiate and discretion in judging and managing confidential matters, materials and sensitive issues
    • Excellent Organisational skills with ability to coordinate and effectively process work assignments, while providing attention to detail
    • Excellent interpersonal, oral and written communication skills
    • Ability to develop productive working relationships with counterparts in other agencies and organization worldwide
    • Ability to work in complex environment with multiple tasks, work well with colleagues, short deadlines and intense pressure.

Eligible candidates meeting the above requirements should submit their application with up-to-date detailed CV indicating names of three traceable referees through the link:

https://fs23.formsite.com/OLJTgx/yhizhdig9v/index 

And should be received not later than 19th November, 2024.

Only shortlisted applicants will be acknowledged and invited for interviews. DAI is an equal opportunity employer