Position Overview

The Executive/Program Assistant will be responsible for supporting the Executive Director and the YCA team members. She/he will provide clerical and administrative duties, including, analyzing and improving office processes and policies, ensuring that the office operates smoothly, event management, scheduling, writing correspondence, emailing, handling visitors routing callers and requests; communicating with external partners; managing deadlines and progress across the team to ensure activities are delivered on time and on budget in coordination with the finance manager. Prepare procurement plan for service providers and vendors to deliver goods in a timely manner; assist in the delivery of project activities and making adjustments as necessary to ensure they are delivered to specifications and high standards in close collaboration with ED.

This position requires administrative efficiency, strong communications skills, judgment, and strong work ethics.

Roles and Responsibilities

• Day to day management of the YouthConnekt Africa office

• Strong verbal and written communication skills

• Manage ED’s calendar, contact database, travel, drafting, set appointments, daily call list

• Provide administrative and technical support in preparation of meetings (internal and external) prepare agenda, take minutes and prepare reports

• Ability to streamline and improve processes to handle the heavy workload of the ED

• Assist with YCA Board/Steering Committee meetings preparation and take minutes

• Create and editing proposals, letters and documents.

• Maintain a high level of professionalism among staff, leadership and external partners.
• Coordinate both domestic and international travel arrangements

• Handle information requests and knowledge sharing of best practices

• Prepare Briefings, memos, factsheets, and PowerPoint presentation for ED

• Prepare correspondence, reception of couriers and in and out mailing

• Great interpersonal skills as the first point of contact for visitors

• Ability to set priorities and pay attention to details

• Coordinate travel arrangements; prepare itineraries;

• Prepare travel vouchers and receipts for financial reconciliation

• Maintain hard copy and electronic filing system

• Ability to research youth-related issues and priorities for the attention of the ED.

DESIRED SKILLS & EXPERIENCE

• Bachelor’s degree in Public administration, Public Relations and Communication, Marketing, Administration, Management, Political Science, Business Administration

• A minimum of 2 years of experience in similar position or providing administrative support to senior executives, Communication for various event and programmes, advertising or event management.

• Proven track record of effectively interacting with senior management.

• Outstanding verbal communication and strong presentation skills.

• Strong writing skills for clear and concise memos, letters, proposals, and other high level correspondences.

• Demonstrate ability to manage time and work effectively and efficiently;

• Strong project management and event planning experience.

• Advanced web and database research capabilities.

• Advanced Microsoft Office (Word, Excel, PowerPoint) skillset. Experience with Google Docs, and graphic design software highly useful.

• Social media management: Twitter, Facebook, Linked-in, et. al.

• Excellent knowledge of both English and French, the good working knowledge of the other is an added advantage.

• Ability to handle confidential matters with utmost discretion

• Ability to balance competing priorities, with the to anticipate needs ahead

• Conceptual and writing skills

COMPENSATION:

This position is an internship position with a yearly stipend of $2,400 USD, a transport lump sum of 500 USD; and a communication fee of 200 USD.