Executive Assistant to the Country Director/Board Liaison Advisor at ActionAid Nigeria

Responsible to: Country Director/Director HROE
Grade: 6
Line Management: None

Overall Purpose

• The Executive Assistant (EA) to the Country Director (CD) will be responsible for the management and administration of the Country Director’s Office.
• S/he is to support in ensuring that ActionAid Nigeria (AAN) policies and procedures - in collaboration with the other members of the team and the Country Office are fully complied with.
• S/he will also manage physical and electronic documents for the Country Director’s office by maintaining documentation, filing systems and contact data base.
• In addition S/he will be responsible for coordination of the Governance function, maintaining an interface between the Board and General Assembly members of AAN and the International Governance Unit (IGU); as well as review Memorandum of Understandings (MOUs) within ActionAid Nigeria.

Key Duties
Programme:

• Planning and organizing of all activities, workshops and seminars that relate to the office of the Country Director.
• Taking minutes of all strategic meetings involving the Country Director’s Office.
• Representing - when necessary- the CD at for a relating to the progress, advocacy and show-casing of AAN’s work in Nigeria.
• Act as a liaison person with programme and other relevant units on administrative issues as it relates to the CD’s Office.
• Development and management of the Information Systems within the CD’s office.
• Act as secretary to the Procurement Committee
• Produce and contribute to programme/event reporting.

Finance:

• Facilitate the financial processes for consultancies and other programme events’ with the support of the Finance Department as it relates to the CD’s Office.
• Produce budgets for events and assist in the development of the programme’s budgets and plans by working closely with the HROE and Finance Units.

Board:

• Ensure proper reporting, documentation and communication of all AAN Governance proceedings
• Coordinate AAN Governance and staff induction; and orientation processes
• Maintain an interface with IGU and AAN Governance body
• Coordinate proper documentation and filing of all AAN Statutory documents with relevant government agencies
• Coordinate the process of General Assembly (GA) member recruitments and selection ensuring that all organizational equal opportunity parameters are considered
• Coordinate all field visits of Board and GA members to AAN project sites
• Act in an advisory capacity to all members of the governance body especially new members to facilitate their ability to perform effectively.
• Act as an information hub between AAN Management and the Governance Body.

General:

• Develop and oversee the implementation of an appropriate and user-friendly record, Management system and ensure files are up to date.
• Administer programme and other internal meetings, and follow up staff and other stakeholders on relevant issues and action points.
• Review of incoming and outgoing Memorandum of Understandings (MOUs) in AAN

Key Working Relationships:

• Internal: All staff
• External: Service providers, Partners, Government Agencies, Board & General Assembly Members, International AA Office and other stakeholders.

Person Specifications
Education/Qualifications:

• Barrister-at-Laws (B.L) and Bachelor of Laws (LLB) is essential
• Membership of NIM or relevant professional Institute

 Experience:

• Minimum of five years post NYSC experience in Administration is essential
• Office administration experience is essential
• Experience designing and co-ordinating training/meetings is essential
• Excellent working knowledge of Excel, Word & Outlook (MS Office in general) & experience in handling cash
• Experience in working with international development of NGO agencies.
• Experience in managing Local Area Network

Skill/Abilities:

• Fluency in spoken and written English language
• Highly numerate
• Excellent planning and prioritisation skills
• Ability to think Strategically
• Excellent (proven) interpersonal skills
• Oral and written communication skills   
• Strong analytical/problem solving skills.
• Multi-tasking skills
• Negotiation skills

Personal Qualities:

• Creative and takes initiative.
• Able to work effectively in a diverse team environment
• Good motivator of others
• Willing to work additional hours at crucial times.
• Self motivated person able to work without close supervision
• Effectively promote AAN’s mission values, and objectives
• Team player