Executive Assistant, Executive Director Office - Maternity Cover

Job Advert

The Global Alliance for Improved Nutrition (GAIN) is driven by the vision of a world without malnutrition. GAIN is a Swiss based foundation that mobilises public-private partnerships and provides financial and technical support to deliver nutritious foods to those people most at risk of malnutrition.  The organisation is delivering improved nutrition to an estimated 700 million people in more than 30 countries, half of whom are women and children. Nutrition products are as varied as fortified cooking oil and flour in Africa, soy sauce in China and biscuits in India, as well as specialised products for infant and young child nutrition, and interventions to protect the most vulnerable affected by emergencies or chronic illness.

This role will provide senior level administrative and secretarial services to GAIN’s Executive Director for a maternity cover for a maximum of 8 months.

Tasks and Responsibilities:

• Manages the daily agenda and schedule of the Executive Director
• Plans, organizes and coordinates meetings and calls; arranges all related communications and where necessary takes minutes of the meetings
• Organizes and coordinates the Strategic Management Team meetings and retreats, prepares the agenda and takes minutes of the meetings.
• Plans and coordinates the monthly Staff meeting and prepares the agenda
• Provides support during the Board meetings and the Annual Program Review meetings when required
• Coordinates domestic and international travel arrangements (including arranging visas) and prepares travel itineraries
• Prepares travel expense claims on behalf of the Executive Director as per GAIN’s policies and procedures.
• Manages the Executive Director’s Office budget and prepares annual and quarterly forecasts
• Drafts official correspondence, including reports, contracts, and other administrative documents
• Prepares documentation for key meetings, and delivers in a professional and timely manner
• Small scale project management on an ad hoc basis
• Assumes responsibility for the reception of callers and visitors for the Executive Director
• Ensures compliance with the GAIN administrative policies and procedures
• Assumes responsibility for the timesheet records of the Executive Director
• Provides HR with the information required within the Executive Director’s employment contract
• Any other duties on an ad hoc basis as requested by the Executive Director

The ideal candidate will have strong interpersonal and organizational skills, effective communication skills, both written and verbal and able to work without close supervision. The ideal candidate will have knowledge and familiarity with one or more of the following functional areas: travel, communications, accounting, contracts and agreements, nutrition/health science, meetings/conference management, international aid.

The ideal candidate will have strong previous experience as an Executive Assistant and experience in a fast-paced environment, whether in the private or not for profit sector. The ideal candidate will possess a university degree in Business Administration or similar discipline.

The Global Alliance for Improved Nutrition is committed to a policy of equal opportunity and as an inclusive employer we are keen to reflect the diversity of our society at every level within our organisation. We welcome applications from all sections of the community. Our employees worldwide are required to ensure their behaviour is consistent with our policies.

Job Description
Closing Date
21 Sep 2018

Apply now Email to a friend Back to search