Executive Assistant (Maternity Cover) at CBM International

Job Overview

The Executive Assistant provides continuous assistance to the Country Director in general administrative and programmatic support to the Country Office. In doing so, the Executive Assistant works closely with the Country Director on central and strategic responsibilities which include but are not limited to supporting the CD to ensure the effective delivery of the organization’s mission and vision.

Responsibilities and Duties

1. Coordinate and follow up on correspondence between the Country Director and external or internal parties
2. Management of the Country Director‘s agenda
3. Assist the Country Director in preparing documents, presentations, and Communications.
4. Organize events and business travel for the Country's Office
5. Take minutes and follow up on action items after Country Director’s meetings.
6. Create and maintain an efficient filing system.
7. Prepare research briefs under the direction of the CD.
8. Attend outside events with the CD as may be required.
9. Responsible for required office supplies.
10. Assist with the country office recruitment process.
11. Maintenance of the Nigeria country page on our intranet
12. Responsible for the allocation of vehicles and the vehicle maintenance
13. Management of the country office by ensuring that the office is well maintained i.e., clean offices, well-maintained office stocks
14. Work very closely with the Programme unit to provide support to the CD on all programmatic-related activities that may require the direct attention of the Country Director

Human Resource Duties

1. Assist with the country office recruitment process by contacting identified candidates and preparing them for interviews.
2. Stay current with all regulations, practices, labour and tax laws, reporting requirements, and industry trends, and provide a regular update to the Country Director on emerging issues.
3. Support the creation and updating of the HR country manual.
4. Produce and submit reports on general HR activity to the Country Director.

Additional Responsibilities

In addition to the responsibilities outlined above, the incumbent will perform ad hoc activities which are either by their nature related to her normal duties or evolve from operational requirements as may be assigned by the Country Director.

Also required to:

1. The job incumbent must not use or exploit any Confidential Information in any way except for the Purpose.
2. The job incumbent must not disclose or make available the Confidential Information in whole or in part to any third party, except as expressly permitted by this Agreement; and
3. The job incumbent applies the same security measures and degree of care to the Confidential Information as applies to its own confidential information, which the job incumbent warrants as providing adequate protection from unauthorized disclosure, copying, or use.

Key outcomes expected from this role

1. Emails and calls are handled in a timely and professional manner.
2. Country Director's Agenda is managed in an efficient way.
3. Documents, presentations, and minute-taking are presented with high-quality standards.
4. Office files are kept up-to-date, complete, and auditable.
5. Country Director’s Action Log is managed effectively.
6. Administrative and programmatic support is rendered adequately and at the relevant time

Person Specification

All of the following requirements are essential, unless marked with a * when they are desirable, and will be assessed from a combination of information provided from the application form and interview process.

CBM welcomes applicants from diverse backgrounds and people with lived experience of disability.

Safeguarding Responsibilities.

1. Focus on self-awareness and behavior regulation, observing and reporting others’ behavior, and training.

Knowledge

1. Understands the incident management framework and their first responder role in recording, responding, and reporting incidents.
2. Understands the survivor-centered approach and how to apply it when receiving a complaint or responding to an incident. Knows local support services available in the community or region, and how to engage them.

Skills

Able to listen and accurately document reported concerns and complaints. Able to respect the confidentiality of safeguarding allegations. Able to appropriately apply the survivor-centered approach.

Behaviors

1. Treats the survivor and others involved in an incident with dignity and respect.
2. Be assertive in implementing the initial incident response protocols by gaining the trust and cooperation of the parties involved.

Experience/Qualification.

1. Degree. in a relevant field
2. 2-3 years of relevant field experience is required.

Language:

1. Fluency in written and spoken English is required; proficiency in written and spoken other Nigerian native languages is a plus

Required Skills/Competencies/Personal Qualities:

1. Excellent communication (written and oral) skills
2. Proficiency in Microsoft applications including Word, Excel, PowerPoint, etc.
3. Strong conceptual and analytical skills
4. Excellent organization and problem-solving skills
5. Ability to multitask.
6. Great attention to detail
7. Must be creative within the scope of the work and very resourceful in problem-solving
8. Must understand CBM Global's vision and work.
9. Must demonstrate her/his commitment to social change and disability concerns.
10. Must be a deeply trustworthy person — an ability to deal appropriately with sensitive and confidential information is absolutely integral to this role.
11. Must be service-oriented and flexible.
12. Must be detail-oriented and able to manage multiple high-priority tasks at once
13. Must be a team player with a high level of commitment.
14. Must maintain cooperative working relationships and interact with others in a helpful, courteous, and friendly manner.
15. Must demonstrate sensitivity to, and respect for, a diverse population and be able to work with persons of different cultural and ethnic backgrounds across all areas of the world