Snr. Executive Assistant

at ChildFund International
Location Lusaka, Zambia
Date Posted 26 January 2022
Category Other


Job Purpose:

To provide administrative and executive support to the Country Director, the Senior Management Team and ensure that the CD’s office is effectively managed.

Major Responsibilities

Child SafeguardingRemain alert and responsive to any child safeguarding risks, acquire relevant knowledge and skills which will enable her/him to promote strong safeguarding practices, understand the child safeguarding policy and procedures, and conduct himself/herself in a manner consistent with the Child Safeguarding Policy and the code of conduct.

PlanningPlans for efficient day –to –day functioning of the Country Director’s Office.
Plans for and facilitates management meetings.
Facilitates international for all staff as well as local travels for the CD.
Plan and facilitate meetings with external partners, Govt Ministries, board members, CEOs, and other stakeholders
Maintain and monitor the CD’s online calendar.

Management SupportProvides support to management and all staff regarding documentation, information flow and records management.
Supports in the engagement with line ministries and other key partners.
Takes minutes for SMT Management Meetings & follows up on action plans.
Assists in the preparation of Letters of Agreement and MOUs with various partners.
Assist in ensuring all legal documents are in place and CO certification and returns are upto date.

ReportingFacilitates the preparation and distribution of reports from the Country Director’s Office.
Coordinates preparation and submission of the Country Office monthly reports.
Ensures that all minutes, agendas and all correspondence with the Advisory board are filed and shared.

Accountability and expense follow-upPrepares requests for payment from Country Director’s Office.
Processes CD’s work permit, resident permit and Driving license etc as required by law.
Ensures CD’s house rental and all utility bills are upto date and renewed as appropriate

Qualification & Experience

Minimum advanced diploma in business studies/social sciences but preferably a bachelor’s degree in the said fields.
Training in Customer care and Office Management is an added advantage
Must have excellent communication skills.
Excellent speaking  and writing  skills in English
Strong knowledge of MS Office including Word, Excel, PowerPoint, Outlook.
At least 3 years relevant working experience.
Demonstrable high level of professionalism & confidentiality, well organized with strong attention to detail and keeping deadlines.

ChildFund International is committed to safeguarding the interests, rights, and well-being of children with whom it is in contact and to conducting its programs and operations in a manner that is safe for children.

Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position. The candidate shall perform any other tasks as requested.

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