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spire Coronation Trust (ACT) Foundation is a grant making organization established in 2016 to support local, national and regional non - profit organizations working to address challenges and associated vulnerabilities across the African Continent.
About the job
Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the C.E.O. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, impactful environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Responsibilities
Executive Support
- Completes a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments; completing expense reports;
- Composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Plans, coordinates, and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
- Communicates directly, and on behalf of the and CEO, with Board members, donors, Foundation staff, and others, on matters related to
CEO's Programmatic Initiatives.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
- Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
- Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO, some of which may have organizational impact.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Board Support and Liaison
- Serves as the CEO's administrative liaison to ACT Foundation's board of directors
- Maintains discretion and confidentiality in relationships with all board members
- Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
Senior Management Liaison
- Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
- Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings
- Facilitates cross-divisional coordination of travel and outreach plans
Communications, Partnerships, and Outreach
- Ensures that the CEO's bio is kept updated and responds to requests for materials regarding the and the organization in general
- Edits and completes first drafts for written communications to external stake holders
Strategic Initiatives
- Works with the Strategic Initiatives team in coordinating the CEO's outreach activities
- Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships
- Edits all, and creates acknowledgement letters from the CEO to donors
Qualifications
- Bachelor's degree required
- Strong work tenure: three to five years of experience supporting C-Level Executives, preferably in a non-profit organization
- Experience and interest in internal and external communications, partnership development, and fundraising
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
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JOB SUMMARY
The Senior Program Executive is responsible for overseeing the development and implementation of all HEEL (Health; Entrepreneurship; Environment; Leadership) Programs in line with ACT’s Strategic Objective.
DUTIES AND RESPONSIBILITIES
- Participate in the development of the Foundation’s HEEL Programs strategy in line with ACT’s overall corporate strategy.
- Ensure the development and presentation of HEEL focused concepts papers, Program plans and Program specific information for approval by the Director, Grants and Programs.
- Carry out detailed needs assessment of target audiences within ACT’s HEEL Programs.
- Champion the implementation of all HEEL Programs.
- Champion the sourcing and selection of capable partners for all HEEL Programs
- Develop HEEL Program/project specific partner selection and evaluation criteria.
- Liaise with the Director, Grants and Programs to prepare Request for Proposal (RFPs) and design response specification documents for HEEL projects.
- Liaise with legal unit to prepare required contract agreements for select implementing partners.
- Evaluate and recommend successful HEEL partners to the CEO based on pre-defined selection and evaluation criteria.
- Work collaboratively with implementing partners to develop and agree detailed project work and activity and feedback/reporting formats and requirements.
- Forward detailed project work plans, activity plans and feedback/reporting requirements to Team Lead, MERL.
- Coordinate progress meetings with project teams, identify constraints/issues and potential delays and develop recovery plans as required.
- Monitor budgetary performance of ongoing HEEL projects.
- Liaise with Head of finance to coordinate project financial management, i.e. management of petty cash, record keeping and financial reporting.
- Verify milestone achievements of project implementing partners with the Team Lead, MERL and recommend agreed disbursements to Head of finance.
- Liaise with Corporate Communications to identify and implement internal and external communication needs of ongoing education Programs as required.
- Conduct periodic project impact analysis and develop project/Program impact assessment reports.
- Proactively monitor developments in HEEL focused donor agencies, NGOs and the development communities to identify potential funding/technical partners and other opportunities for engagement.
- Provide input into the periodic review of the Foundation’s overall processes to ensure continuous relevance and alignment with leading practices in Corporate Social Responsibility
QUALIFICATIONS & SKILL REQUIREMENTS
- Ability to think strategically, holistically and appreciate the systemic impact of various policies, issues and solution.
- Ability to write proposals, terms of reference and reports.
- Strong knowledge of Monitoring and Evaluation standards and requirements.
- Excellent understanding of HEEL related issues locally and globally.
- Strong ability to apply an understanding of the local context to themes of international relevance in global HEEL issues
- Ability to project manage complex Programs and workload, set priorities and meet tight deadlines.
- Strong organization skills and attention to detail
- Strong leadership and people management skills
- Strong resource planning and utilization skills
- Ability to prioritise and multi-task effectively
- Strong oral and written communication skills and ability to present complex issues in an accessible style, verbally and in writing.
- Ability to develop and maintain strategic partnerships and alliances with related HEEL stakeholders
- Strong proficiency in the use of Microsoft office productivity tools particularly PowerPoint, Word, Excel and Project.
EDUCATION & EXPERIENCE REQUIREMENTS
- First degree in any discipline from an accredited institution.
- Eight (8) years project management experience with at least five (5) years designing and implementing Programs at a managerial level within a Development Aid Agency or a Non-Profit Organisation.
- Project Management Certification required
COMPETENCIES
- Business Awareness
- Managerial effectiveness
- Operational effectiveness
- Strategic perspective
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JOB SUMMARY
The Team Lead, MERL is responsible for the execution of quality assurance and control activities by inspecting and monitoring projects undertaken by the Foundation to assess and evaluate adherence to agreed standards
DUTIES AND RESPONSIBILITIES
- Oversee the development and implementation of M&E frameworks for the Foundation’s programme and projects
- Develop detailed M&E targets and indicators for ongoing or proposed projects
- Design tools for periodic (baseline, mid-term and end of project) evaluation and assessment to inform project design and produce timely quality reports
- Oversee on-site project monitoring and inspection
- Liaise with programme/project managers to develop reports, formats and evaluation tools
- Monitor the implementation of agreed work plan by project partners and evaluate progress against agreed timelines
- Evaluate project progress and impact, identify issues and escalate to the programme/project manager and the director
- Monitor adherence to the Foundation’s policies and procedures
- Coordinate project implementation progress reporting and collate reports across all programmes
- Verify milestone achievements by project implementing partners and recommend to the programme/project manager
- Provide weekly/periodic updates on M&E activities
- Stay abreast of related community/environmental issues that may impact project implementation and promptly escalate to the Director and programme/project manager
- Review and analyse project partner reports
- Prepare detailed implementation reports for the Director
- Participate in the periodic review of the Foundation’s operational policies and procedures in line with leading practices and recommend improvement opportunities
- Carry out performance management activities for M&E officer and relevant volunteers
- Perform any other duties as assigned by the Director
QUALIFICATIONS & SKILL REQUIREMENTS
- Ability to think strategically and holistically
- Strong critical thinking and analytical skills
- Strong organisation skills and attention to detail
- Strong communication and writing skills
- Ability to priorities and multi-task effectively
- Good leadership and people management skills
- Willingness and ability to travel
- Strong appreciation of key trends in M&E
- Strong proficiencies in Microsoft office productivity tools
EDUCATION & EXPERIENCE REQUIREMENTS
- A first degree in economics, statistics, sociology or any relevant discipline from an accredited university
- Master’s degree in relevant discipline will be an added advantage
- Eight (8) years’ work experience for a development agency or non-profit organisation with at least five (5) years at a managerial level in M&E
- Demonstrated ability in the use of onsite/field M&E quantitative and qualitative methods and management information systems
COMPETENCIES
- Business Awareness
- Managerial effectiveness
- Operational effectiveness
- Strategic perspective
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