Senior Associate, Management Support and Operations at Evidence Action

Job purpose

• The Senior Associate will manage and perform confidential program management and administrative functions to ensure the Director, West & Central Africa’s operations flow smoothly.
• He/she will provide direct support to the Director, West & Central Africa’s office, managing and coordinating all administrative matters, financial programs and technical matters requiring the Director, West & Central Africa’s direct attention.

Duties and Responsibilities

• Special projects: Take the lead in delivering well-defined projects, including conducting research and analytic activities, coordinating advocacy and communication initiatives, gathering background materials and data in support of projects, and/or presenting materials in a written or visualized format
• Meeting and event coordination: Plan and coordinate conferences and events, quarterly Manager’s meetings, all staff meetings, resource mobilization meetings and regular remote meetings. This will typically entail developing or compiling meeting agenda, taking & synthesizing meeting notes, and following up with relevant action points.
• Operational policy reviews: Support the Director, West & Central Africa in reviewing, developing, and/or synthesizing operational policies as needed.
• Represent the Director, West & Central Africa in selected internal and external meetings, and generally support the Director, West & Central Africa in preparing for meetings including helping create materials/content.
• Financial and budget monitoring support: Support with the reviewing of monthly financial and budget monitoring reports for departments and programs reporting to the Director, West & Central Africa.
• Provide support in donor proposals, including collating content from various team members and reshaping program budgets for donor purposes.
• Human Resource support: Support with recruitment process (especially in recruiting those positions that directly report to the Director, West & Central Africa). This will typically include liaising with the HR department to review job description, screen candidates, schedule interviews and coordinate any follow-ups. Additionally, support the Director, West & Central Africa to on-board all key staff joining various departments in the region; as well as with review of monthly time-sheets.
• Communication: Work with teams to coordinate collection and distribution of information, knowledge, lessons, case studies and experience of primary actors, stakeholders, implementing partners across implementing countries in the Sub region. Support in the design and dissemination of a quarterly newsletter showcasing of project innovations, achievements and lessons learned. Conceptualize and implement communication strategies and campaigns for the sub regions. Conceptualize and develop of high-quality content and communications materials and ensuring the quality, clarity, and accessibility of programs reporting and communication products capturing lessons at the thematic, portfolio and project/programme levels.
• Administrative support: Work with the Finance team to reconcile the Director, West & Central Africa advances, expenses, etc., and ensure proper filing of any related documentation; manage the Director, West & Central Africa’s calendar/s; liaise with office administration teams to arrange for travel logistics as needed.
• Other: provide stopgap support/capacity to other departments in the Country as needs arise.

Key Performance Indicators

• Special projects, meetings and events completed and delivered within agreed timeframes.
• Appropriate storage of all files and documents maintained.
• All internal and external reports/minutes delivered to deadline and accurate.
• Accurate expense reconciliation with nil audit or compliance issues.
• Timely development and dissemination of WCA quarterly newsletter
• 100% schedule and calendar management.

Working Conditions

• Normal office work conditions - both in-person and remotely supporting the Director, West & Central Africa.

Requirements

• A Bachelor’s Degree in a related field and at least 3-5 years of relevant professional experience
• Tech-savvy and experienced in using a broad range of cloud-based tools and systems, including Google Apps (Docs, Sheets, Slides, Forms, etc.), Slack, etc.
• Analytical, strong bias towards quantitative skills.
• Outstanding writing, presentation and communication skills.
• Training or experience in communication for development would be a plus.
• Exceptional attention to detail, coordination and organizational skills
• A creative thinker, quick learner, hard worker, able to clearly, proactively, and professionally communicate and juggle team priorities and competing deadlines
• Emotionally intelligent and able to build and man oeuvre professional relationships

Benefits

• Private Health Insurance
• Pension Plan
• Paid Time Off
• Work From Home
• Training & Development
• Performance Bonus