Job Profile
To serve as the Executive Director’s (ED’s) focal person with all stakeholders in the global organization as well as externally, including with the Senior Management Team (SMT), Senior Leadership Team (SLT), colleagues within GPI/NROs and external stakeholders.
Assist the Executive Director in executing and improving Greenpeace’s management primarily in the areas of budget planning and oversight, preparation of work plans, consolidation of strategic development plans, the monitoring and evaluation of programs, organizing meetings, attending meetings and conferences internally and externally, preparation of reports.
Play an active role in the implementation of internal communication initiatives within Greenpeace Africa.
From time to time, and as assigned by the ED, the EA is also expected to lead and manage projects, which may involve participation from other units and departments. and arrange travel and logistics for ED.
Key Results Areas/Main Duties
Communication liaison
● Manage the flow of information between the ED and SMT members, Greenpeace Africa Board and contacts within GPI/NROs and external stakeholders.
● Keep high level of confidentiality with sensitive information
● Coordinate contact and information between the Director and other staff when the ED is absent from the office.
Coordination and Administrative support
● Coordinate the ED’s schedule and organise meetings and travel arrangements
● Oversee administrative procedures, including expense claims, and processes for the ED.
● Ensure approvals for travel and accommodation have been obtained prior to completion of purchase orders.
● Prepare meeting documentation and required paperwork for travel.
● Developing and maintaining an information management system for the ED’s office, including filing of papers and documents.
Management of meetings
● Assist the ED in the organization of SMT and external meetings, providing logistical support, preparing the agenda and materials, documentation requirements for the said meetings, and other related tasks.
● Prepare and share required documentation ahead and after meetings.
Board
● Organising Board meetings, travel, logistics and catering.
● Coordinate the preparation of required papers.
● Collate and distribute final agenda and Board papers to Board Directors at least one week prior to meeting.
● Maintaining board minutes, including taking notes at meetings, preparing draft minutes for ED’s review and ensuring approved minutes are entered into the Minute file.
● Maintain a complete set of Board papers for reference in ED’s filing system.
● Following up on board decisions and undertaking related activities.
● Prepare quarterly reports to be sent to the Board
Executive Director support/work plan/reports
● Assist the ED in implementing systems and procedures for effectively managing the organization.
● Assist the ED in the preparation and management of the ED’s workplan and budgets, as well as those of units falling under the remit of the ED.
● Assist the ED in the organization of and preparations of GP Africa’s annual and mid-term planning processes.
Budget
● Support the effective management of Directorate budgets, providing specific budget input and management in allocated areas.
Application Deadline: 31st January 2024
How to apply
For further information and to apply visit our JobBoardat: https://recruitment.interlinkmanagementltd.com/jobs/greenpeace/754694000000494904/Executive-Assistant—Greenpeace-Africa?source=CareerSite