Vacancy title:
Regional Executive Assistant

Jobs at:

Deadline of this Job:
Friday, July 05 2024 

Summary
Date Posted: Monday, June 24 2024, Base Salary: Not Disclosed

JOB DETAILS:
Position: Regional Executive Assistant
Location: Kampala, Uganda, with potential regional travel
Duration: Initial Six months with possibility of extension
Reports to: SIHA Regional Director
SIHA Background
The Strategic Initiative for Women in the Horn of Africa (SIHA) is a network of civil society organizations from Sudan, South Sudan, Somalia, Somaliland, Ethiopia, and Uganda. SIHA’s Secretariat in Kampala provides programme support, guidance to active country programmes in Sudan, South Sudan, Ethiopia, and Somali Region in addition to carrying out regional programming and advocacy work. SIHA works on challenging all forms of violence against women and girls and works on women peace and security, mix migration access to justice and women and girls social and economic marginalization.
SIHA is growing and expanding into a well-established Pan-African well-grounded women’s rights
organization.

Summary and Objectives of the Position
The Regional Executive Assistant will perform various administrative tasks and directly support the Regional Director which may involve extremely sensitive and/or confidential matters using independent judgment, tact, and discretion.
Their responsibilities will include managing calendars, making travel arrangements, and preparing expense reports and monthly timesheets. To be successful in this role, they should be well-organized, confidential, have time management skills and be able to act without guidance.
This position requires comprehensive administrative, organizational, and strategic support to the regional director, maximizing effectiveness at the secretariat office and country offices.
They will contribute to the efficiency of our business by providing personalized and timely support to the Regional Director and the Senior Management Unit.

Profile
• Tactful, diplomatic, responsive, and self-confident, with excellent communication and Strong writing and research Skills and abilities
• Interpersonal skills, including knowledge of etiquette and ability to think on one’s feet,
• Including the ability to prioritize and re-prioritize.
• Flexible, committed and mature with ability to show initiative and common sense, plan own work, work unsupervised, handle multiple tasks, meet deadlines and work in a fastpaced environment under pressure and to tight deadlines
• Excellent administrative and time-management skills, with excellent attention to detail and accuracy, and capacity to lead on specific initiatives
• Knowledge of Health and Safety standards
• Possession of valid travel documents
• Able to lead by example and demonstrate desire to share expertise, knowledge, and skills with other team members
• Friendly and professional demeanor

Key Responsibilities
SIHA anticipates that the Regional Executive Assistant’s focus will be on the following core responsibilities:
• Manage and coordinate the regional director's travel and schedule. Managing calendar travel and meeting planning
• Record general incoming and outgoing correspondence and meetings and ensure and record follow-up actions are in place.
• Assist with clerical and technical support for the regional management committee
• Preparing presentation materials to support the regional director and management committee meetings
• Coordinate and lead the SIHA Board of Directors meeting organization and arrangements
• Overseas the Board meeting reports, attend the board close meeting sessions, recordmeeting notes and minutes, and file and store board meeting records.
• Organizing meetings, events, and conference presence when required
• Extend support for budgets and financial requests based on the guidance of RD and the Management committee.
• Collaborate with service providers based on the guidance of the RD and SIH Management committee and Coordinate and work closely with suppliers/vendors when requested
• Maintaining and updating the information management system.
• Collaborating with compliance to assist with the execution of various initiatives, including scheduling events, facilitating workshops, and assisting with conference presence/participation
• Follow-up on RD approvals of staff requests
• Assist the RD with reports, presentations, and follow-up on RD communication with
• partners directly, including donors and partner organizations, media outlets, etc.
• Administer and oversee the SIHA General email and share emails with designated staff
• Administer SIHA photo Archive and ensure collaboration of the communication and programme teams on calcification per country per-year and events and advocacy team
• Any other related tasks as assigned by an authorized SIHA officer.
• Collaborate with SIHA, Finance, compliance, and communication and advocacy on tracking SIHA membership records and contribution
• Organize a monthly membership meeting between all relevant staff
• Review membership policy and establish a membership list at the SIHA MailChimp
• Handling all questions, information requests, and complaints regarding membership.
• Processing membership applications, renewals.
• Develop questionnaires in partnership with the SIHA communication team and collect updates from members annually.
• Maintaining and updating membership records.
• Collecting data, tracking membership statistics, and preparing reports.
• Developing and implementing strategies to recruit new members.
• Coordinating with the accounting department to track membership revenue.
• Preparing membership marketing materials.
• Organizing events and activities for existing and prospective members

Candidate Key requirements
To fulfill the role of Regional Executive Assistant, SIHA envisions that the suitable candidate for the role will possess the following core competencies:
• Currently Holds a master's degree in management social studies Humanities / or any other related disciplines with at least 3 of continues work experience in relevant organization or holds a bachelor's degree of relevant field at least 5 work continues work experience in relevant years of work
• Proven interest in women rights social justice and commitment to inclusion, dignity, and respect for diversity
• Understanding of current challenges facing women and girls in terms of access to justice, human security, upholding of human rights, and social and economic well-being;
• Possessing of keen sense of initiative and ability to manage a significant workload;
• Sense of curiosity and willingness to build skills while working;
• Possession of a touch-typing speed of 40 words per minutes with 90% accuracy SIHA Regional Executive Assistant TOR, P.4
• Experience of electronic diary management
• Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel and PowerPoint, outlook
• Proven integrity and capacity to deal with sensitive information with discretion and to maintain confidentiality
• Excellent command of the English language, both verbal and written Profile
• Tactful, diplomatic, responsive, and self-confident, with excellent communication and Strong writing and research Skills and abilities
• Interpersonal skills, including knowledge of etiquette and ability to think on one’s feet,
• Including the ability to prioritize and re-prioritize.
• Flexible, committed and mature with ability to show initiative and common sense, plan own work, work unsupervised, handle multiple tasks, meet deadlines and work in a fastpaced environment under pressure and to tight deadlines
• Excellent administrative and time-management skills, with excellent attention to detail and accuracy, and capacity to lead on specific initiatives
• Knowledge of Health and Safety standards
• Possession of valid travel documents
• Able to lead by example and demonstrate desire to share expertise, knowledge, and skills with other team members
• Friendly and professional demeanor

Work Hours: 8

Experience in Months: 36

Level of Education: Postgraduate Degree

Job application procedure

Motivated and qualified candidates should submit their applications, including a cover letter and curriculum vitae, in one document as a PDF of not more than four pages to the link
https://airtable.com/appHNyMhgTH7cHVt3/shrjXL6d4NSAxYgeH  by July 05, 2024, 11:59pm (EAT). Shortlisting will be on a rolling basis. Only short-listed applicants will be contacted
SIHA is a feminist institution working for SIHA requires a solid commitment to women's human rights and gender equality.
SIHA will not discriminate against any applicant in a manner that violates SIHA’s values or the law. SIHA is committed to providing an equal opportunity for all applicants without regard to race, sex, gender, ethnic origin, age, color, marital status, home responsibility, natal status, different abilities, health, HIV status, culture, beliefs, and social background. SIHA has zero tolerance for sexual exploitation and abuse (SEA) for all employees and related/associated personnel and ensures that roles, responsibilities, and expected standards of conduct in relation to SEA are known within the organization.

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