Executive Assistant - PANA

THE OPPORTUNITY

This role is responsible for providing comprehensive administrative, strategic and operational support to the Executive Director of PANA (Pan-Africa Programs), ensuring smooth and efficient management of the ED’s (Executive Director's) office.

The Executive Assistant manages and schedules meetings/events, coordinates travel and supports PANA staff with designated administrative tasks. The role will liaise and sustain relationships with the PANA team and external stakeholders. The role also requires managing special projects when assigned.

WAYS YOU CAN CONTRIBUTE

• Manage the ED’s calendar, including scheduling meetings, appointments etc.
• Manage and coordinate ED of PANA travel arrangements, to include accommodation, ground/air transport, immigration/ Visa/immunization details
• Prepare and submit expense reports accurately and efficiently in line with organizational policies
• Manage and coordinate internal and external events/meetings for the ED of PANA- act as an effective ‘gatekeeper’ while ensuring access to the ED of PANA.
• Prepare/coordinate talking points, pre-read materials and the agenda
• Capture complete and detailed minutes of meetings, ensure timely distribution to attendees and related staff
• Working closely with the office coordinator, coordinating program meetings and events logistics, including room bookings, catering, refreshments, etc.
• Maintain the content of shared folders that the Programs team uses in good order.
• Compose routine correspondence to support the ED office in interaction with internal staff and external stakeholders
• Support to coordinate and compile material for (Foundation) EXCO and GMT/PST reporting
• Organize and maintain documentation/files related to the Executive Director
• Build, liaise and sustain relationships with Executive Assistants /offices for Mastercard Foundation key partners, stakeholders
• Provide support in budget preparation and forecasting. Supporting Financial management processes in line with policies and processes
• Provide backup to other (Foundation) Executive Assistant /Administrators as require.

WHO YOU ARE

• A College Diploma or University degree in any related field
• Minimum 3 - 5 years of experience in an Administrative Assistant role in a fast-paced environment. Local experience preferred.
• Experience in an Executive Assistant role in a fast-paced environment. Local
  experience preferred.
• Understanding and some level of experience in program work is preferred
• Excellent prioritization and time management skills.
• Excellent planning and logistical skills
• Excellent interpersonal skills, exhibiting grace under pressure.
• Excellent English, written and spoken communication skills, and ability to communicate in Kiswahili.
• Proficient in MS Office applications (PowerPoint, Word, Excel, Office 365 and
  SharePoint).
• Detail-oriented with a demonstrated ability to consistently and effectively produce high-quality work
• Able to work independently with little direction or supervision and possess the ability to coordinate and manage multiple projects.
• Well-established networks of service contractors, relevant stakeholders and partner organizations

The Mastercard Foundation values the unique skills and experiences each individual brings to the organization and we are committed to creating and maintaining an inclusive and accessible environment for everyone.

Completion of satisfactory business references and background checks are essential conditions of employment.

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