AMREF UK
JOB DESCRIPTION
Title: Executive Assistant
Responsible to: Director of Finance and Administration
Salary: £20,000 p.a.
Location: AMREF UK Office, Clifford’s Inn, Fetter Lane, London
I. THE ORGANISATION:
The African Medical and Research Foundation (AMREF) is Africa’s leading health development organisation working to achieve better health for Africa. AMREF is headquartered in Nairobi and has Country Offices in Kenya, Tanzania, Uganda, Ethiopia, Somalia, Sudan and South Africa.
AMREF UK supports AMREF in Africa to achieve its strategic goals and is composed of Programmes and Advocacy, Fundraising and Communications and Central Support functions. AMREF UK is growing in complexity. You will be joining a passionate, professional and talented team in an organisation that is growing in profile, size, capacity and influence.
The role of the Executive Assistant is to ensure the smooth running of the day-to-day office environment. This wide-ranging role involves mostly administrative functions of the office, Human Resources, Information Technology, Finance and providessupport to the Director of Finance and Administration and the CEO.
Further Information
Website address:
II. Principal Functions/ Key Result Areas:
Office Management
- Manage the day-to-day office administration
- Promptly screen and distribute all incomingcorrespondence from general email, fax and post. Maintain log of all incoming cheques, remittance advices or direct debit pledges
- Prepare responses to correspondence containing routine inquiries
- Cost and frank outgoing mail
- Implement and maintain an efficient and organized filing system for the office that permits easy reference and retrieval of information
- Responsible for ordering, checking and monitoring of all office/stationary supplies
- Arrange maintenance of photocopiers, printers, fax machines and franking machines and order toner supplies as required. Negotiate for new lease arrangement as appropriate
- Ensure the office is clean, organised and a safe working environment for employees
- Oversee and facilitate the organisation and internal coordination of Team meetings, and Away Days, liaising with staff as necessary
- Continue improvement of day to day running of the office
Human Resources
- Take full responsibility of HR administration, including maintaining appropriate HR systems and records, for employment contracts, starters and leavers information, input of payroll data, leave records, annual performance appraisal records, training records etc.
- Co-ordination the recruitment process, including recruitment planning and advertising, preparation and collection of application packs, organising and co-ordinating the interview process, ensuring the efficient completion of the appointment process for successful candidates, preparing and issuing contract of employment
- To undertake induction of all new staff, volunteer and other visitors as required
- Maintain annual staff development plan, book staff training and maintain training records
- Quarterly morale survey
Information Technology
- Liaise with our IT support and ensure that all issues are resolved quickly and efficiently and be able to communicate effectively during an IT problems or disruptions
- Manage contracts with IT Support providers
- Maintain IT inventory records up to date, including software licenses
- Provide in house IT support to staff and maintain daily and monthly backup log
- Ensure IT procedures are compiled by staff, including maintenance of SharePoint files and access to secure folders/files
- Ensure e-mail lists, user accounts and other communications systems are up-to-date
Finance
- Process supplier invoices, credit notes and staff expenses in to the accounting system
- Process company credit card expenses
- Maintain files for supplier invoices, staff expenses claimsand credit card expenses
- Maintain supplier contracts and direct debit arrangments
- Maintain petty cash
Board Administration
- Provide high quality pro-active administration support to the board and sub committees, including schedulingand organizing meeting dates and venues, collating and circulating board papers, drafting agendas, taking minutes of meetings and production of following-up actions
- Liaise with members of the Board and Senior Management Team to prepare formeetings or to track and monitor agreed actions
Support CEO
- Provide administrative support to the Chief Executive as requested
- Organize travel arrangements for CEO and Board, drawing up itineraries, arranging accommodation, liaising with host country offices or organizations as necessary
- Organize accommodation arrangements for CEO and Board visitors coming to AMREF UK, as required
General
- Asan effective member of the Finance and Administration team providecover for other team members as appropriate
- Undertake any other duties required by line manager
- Moderate AMREF UK’s knowledge management system
- Pro-actively think of ways to improve Knowledge Management in the office and provide input into the development of the new processes, policies and templates
- Adhere to all KM processes, policies and templates that are developed, and evaluate and mine internal/external sources of knowledge which can then be introduced to the AMREF UK website to promote effective policy influencing
III. PERSON SPECIFICATION:
1. EXPERIENCE/QUALIFICATIONS/EDUCATION- Undergraduate degree or NVQ Management Level 3 or 4
- Minimum of threeyears experience in an administrative role at an appropriate level of responsibility.
- Experience in handling enquiries, organising office systems, managing information and ensuring communications are consistent and on time. Also coordinating events and meetings, travel and accommodation when necessary.
- Experience in organizing meetings and writing minutes at board level
- Practical IT skills, including advanced skills inMS Windows, MS Office and other common computing applications, email, internet
- Previous experience in using accounting software package preferably SUN Systems
- PERSONAL SKILLS/TECHNICAL SKILLS
- Enthusiasm, patience, self-motivation
- Good communications (written and oral) and professional approach
- Good inter-personal skills, including ability to support effective team working and inter-departmental liaison
- Good organizational skills and accuracy necessary for efficient execution of finance and administrative routines and procedures
- Ability to work calmly, systematically, accurately and meticulously under pressure in a busy environment and to meet deadlines
Other personal qualities and competencies
- Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.
- Plan: Determine strategies to maximize opportunities, mitigate against risks, move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
- Creativity/Innovation: Develop new and innovative ways to improve operations of the organization and to create new opportunities.
- Foster Teamwork: Work cooperatively, dynamically and effectively with others, including remote teams, to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
- Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities. Ability to work to deadlines
- Behave Ethically: Understand ethical behaviour and business practices, and ensure that their own behaviour and the behaviour of others are consistent with these standards and align with the values of the organization.
IV. VACANCIES CONTACT:
Please download an application form from and return by 5th April 2011 at 17:00hrs to
AMREF will only be able to respond to those applications in which there is further interest.
Interviews are likely to take place 11th April 2011
AMREF UK: Executive Assistant1Job Description