Executive Assistant/ Advisor CD/SLT 59 views1 application

● Providing administrative management and support of the Country Directors Office and daily routine.

●  Manage The Country Director’s calendar and ensure that all upcoming meetings are prepared in time.

● Exercise discretion in committing time and evaluating needs.

● Monitors correspondence and such as responding to incoming correspondence (internally and externally), tracking responses and keeping the CD informed as necessary;

● Making Travel arrangements and processing travel itineraries for the CD and DCD;

●  Monitors the CD budget expenditures, verify applicability on any purchase request under fund 810

● Administering respective annual and other leaves of Country Directors’ direct reports

● Serve as a liaison between the CD, FHE staff and the public. This includes receiving and screening the CD’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.

● Schedule the completion of and follow up on accomplishment of the monthly Ecosystem report and monthly variance analysis by all relevant stakeholders and forward for the CD’s Review

● Coordinate/keep track of the travel/leave plan of SLT members and all Signatories and ensure that financial activities are smoothly run in the office

●  Track decisions made by SLT and monitor the implementation and follow up on assignments given by the CD/ SLT to groups and provide feedback on the progress

●  Monitoring Progress of implementation actions set by different surveys/ reports  and consult with relevant leaders for necessary support

●  Determine priority of matters of attention for the CD; redirect matters to staff to handle, or handle matters personally, as appropriate.

● Keep the CD advised of time-sensitive and priority issues, ensuring appropriate follow-up.

● Handle printing, scanning, mail/overnight packages, copying, filing, and email/messages.

● Compose and prepare letters relating to routine correspondence for the CD’s signature.

● Maintain confidential and sensitive information.

Result #2 – Liaison and Networking   

● Maintain up-to-date lists of names and addresses of partner organizations, officials of the Regional & Federal governments and relevant stakeholders for easy communication management.

● Represents the COP in assigned meetings and ensure that key messages are well documented and communicated

● Follow up on scheduled meetings and events and ensure that all concerned have made necessary preparations.

● Facilitate online or face-to-face meetings as assigned, take minutes, and follow up on action items, communicate workshop preceding and event reports with the entire RFSA team.

● Record Senior Leadership Team meetings

● Helps create and maintain a filing system for the CD Office treats information confidentially and updates the filing system regularly Approved FH Policies and Procedures, with incoming and outgoing correspondence both in hard and electronic copies using google drive.

Safeguarding Policy

FH strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the FH Heartbeat and safeguarding and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.

Gender Responsibility

⮚  Be aware of the stereotypes about women’s and men’s capacities, and discuss how they influence staff, in assigning responsibility, and in managing resources at unit and organization level.

⮚ Be able to describe how gender issues relate to one’s job responsibilities and how gender equity can be promoted through the execution of those responsibilities.

⮚ Be familiar with the local Gender Focal Point(s), and go to her/him to learn more about gender issues, or when there is a gender grievance or harassment issue to resolve

⮚ Within each project and department, discuss FH’s Gender & Diversity and Sexual Harassment and sexual exploitation Policies, so that all staff are conversant with them.

⮚ Refrain from any comments or gestures that indicate prejudicial views of female staff, especially female supervisors.

⮚ In each Project and Head Office, ask women staff what changes would make it more “gender-friendly”, organization  and implement the recommendations

Safety & Security Responsibility

⮚ Each FHE staff member should adhere to all pertinent policies concerning safety and security policy of FH. Lapses in safe conduct can jeopardize the health and welfare of all staff.

⮚ Every FHE staff member has an obligation to learn and understand the security situation where they are located.

⮚ Each FHE staff member should adhere to all pertinent policies concerning safety and security.  This includes, but not limited to, personal safety, road safety, etc.

⮚ He/she has a responsibility to become familiar to social, cultural and other associated features of their duty stations;

⮚ Abstains from inappropriate or offensive behavior that can put FHE in a difficult position, impair operations, and jeopardize the health and welfare of all staff of FHE.

⮚ All FHE staff should promotes safe conducts and exercises caution in all work activities; staff should accountable for own personal and professional actions and conduct;