Open Society Initiative for Southern Africa Executive Associate to Executive Director Jobs in South Africa

Open Society Initiative for Southern Africa Executive Associate to Executive Director Jobs in South Africa


Role Overview

Under the guidance and direct supervision of the Executive Director, the Executive Associate will perform timely, accurate and professional administrative and secretarial functions for the Executive office.

S/he will ensure the effective and efficient functioning of the Executive Office, full confidentiality in all aspects of assignments, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Executive Associate acts as the liaison with the Regional Board.

The Executive Associate to the Executive Director works in close collaboration with OSISA staff, other OSF Foundations and partners to ensure efficient flow of information, actions on instructions, agendas.

Responsibilities

Office Maintenance/Administration

  • Responsible for the effective and efficient functioning of the Executive Office.
  • Responsible for the maintenance of protocol procedures and the preparation of high quality briefing materials for the Executive Directors appointments, meetings and travel assignments.
  • Maintains the rosters of high-level partners and telephone lists.
  • Maintains the filing system of the Executive office, ensuring safekeeping of confidential materials and make use of automated office management systems for the effective functioning of the Executive Director’s Office.
  • Provides critical administrative support and helps to organise and manage events, prepares project proposals and budgets, work on Serenic Navigator, prepare and process payments for consultants and contractors, provide regular updates on the unit's budget, and maintain all files and documentation for the unit.
  • S/he will also manage the travel arrangements of the unit.
  • Diary Management
  • Maintains the Executive Director's calendar, and contacts with high-ranking visitors, arrangement of appointments and meetings.
  • Manages the Executive Director’s travel arrangements and representation schedule.

    Regional Board Administration
  • Arranges meetings between the Executive Director
    and the regional board and take minutes in such meetings; prepares high quality briefing materials for regional board meetings.
    Office Communications
  • Ensures effective communications support to the Executive office.
  • Coordinates all the information within the Executive office and follow up on circulation files.
  • Facilitates the information sharing between the Executive office, OSISA staff and stakeholders.
  • Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Executive Director.
  • Responsible for the preparation of correspondence, directives, comments on behalf of the Executive Director for his/her signature and making follow-ups when required.
  • Screens all incoming calls and correspondence.
  • Helps to develop and circulate internal communications within OSISA in relation to OSISA's programmes, projects and activities.
  • Helps to ensure that OSISA staff in both Johannesburg and the country offices are constantly updated with relevant information about OSISA's activities and events.
  • Ensures that staff of the other OSF Africa Foundations, AfRO and the OSF network are also kept informed about OSISA's work.

    Knowledge and Capacity Building

  • Ensures the facilitation of knowledge building and management within the Executive office.
  • Organizes the specialized training for associates and secretaries and provide logistical and administrative support for training within OSISA.

    Key Competencies
  • Detail Orientation
  • Efficiency
  • Punctual
  • Interpersonal Skills
  • Collaboration
  • Planning & Organisation
  • Results focus

    Requirements
  • Secondary education with specialized secretarial training.
  • University Degree or equivalent advantageous.
  • At least five to seven years’ working experience in the same or similar role.

    How to Apply
  • Interested applicants should forward a one-page cover letter and detailed CV to humanresources@osisa.org with the relevant position as the subject heading.
  • Closing date for submission is 11 January 2019.
  • Only shortlisted candidates will receive a response.
  • OSISA is an Equal Opportunity Employer

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