Regional Executive Assistant (Full Time Ngo Job) – Strategic Initiative for Women in the Horn of Africa (SIHA)

Job Title: Regional Executive Assistant

Company: Strategic Initiative for Women in the Horn of Africa (SIHA)

Deadline: 05/07/2024

About the Company:

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 program support and guidance to active country programs in Sudan, South Sudan, Ethiopia, and the Somali Region, in addition to carrying out regional programming and advocacy work. SIHA is dedicated to challenging all forms of violence against women and girls, focusing on women, peace, and security, mixed migration, access to justice, and the social and economic marginalization of women and girls.

Industry: NGO

Location: Kampala, Uganda

Job Description:

Position: Regional Executive Assistant
Location: Kampala, Uganda, with potential regional travel
Duration: Initial six months with possibility of extension
Reports to: SIHA Regional Director

Summary and Objectives:

The Regional Executive Assistant will perform various administrative tasks and directly support the Regional Director. This role involves handling extremely sensitive and/or confidential matters with independent judgment, tact, and discretion. Responsibilities include managing calendars, making travel arrangements, and preparing expense reports and monthly timesheets. The position requires comprehensive administrative, organizational, and strategic support to maximize the effectiveness of the secretariat office and country offices. The assistant will contribute to the efficiency of the organization by providing personalized and timely support to the Regional Director and the Senior Management Unit.

Profile:

• Tactful, diplomatic, responsive, and self-confident.
• Excellent communication and strong writing and research skills.
• Knowledge of etiquette and ability to think on one’s feet.
• Ability to prioritize and re-prioritize.
• Flexible, committed, mature, and able to show initiative and common sense.
• Able to plan own work, work unsupervised, handle multiple tasks, meet deadlines, and work in a fast-paced environment under pressure.
• Excellent administrative and time-management skills with attention to detail and accuracy.
• Knowledge of health and safety standards.
• Possession of valid travel documents.
• Able to lead by example and share expertise, knowledge, and skills with other team members.
• Friendly and professional demeanor.

Key Responsibilities:

• Manage and coordinate the Regional Director’s travel and schedule.
• Record and ensure follow-up on general incoming and outgoing correspondence and meetings.
• Provide clerical and technical support for the regional management committee.
• Prepare presentation materials for the Regional Director and management committee meetings.
• Coordinate and lead the SIHA Board of Directors meeting organization and arrangements.
• Oversee Board meeting reports, attend sessions, record notes and minutes, and file and store records.
• Organize meetings, events, and conference presence as required.
• Support budgets and financial requests based on guidance from the RD and Management Committee.
• Collaborate with service providers and suppliers/vendors as requested.
• Maintain and update the information management system.
• Assist with executing various initiatives, including scheduling events and facilitating workshops.
• Follow up on RD approvals of staff requests.
• Assist the RD with reports, presentations, and partner communication.
• Administer and oversee the SIHA General email and photo archive.
• Collaborate with teams on membership records and contributions.
• Organize monthly membership meetings.
• Review membership policy and maintain the membership list.
• Handle membership applications, renewals, and related inquiries.
• Collect data, track membership statistics, and prepare reports.
• Develop and implement strategies to recruit new members.
• Coordinate with the accounting department to track membership revenue.
• Prepare membership marketing materials.
• Organize events and activities for existing and prospective members.

Candidate Key Requirements:

• Master’s degree in Management, Social Studies, Humanities, or related disciplines with at least 3 years of continuous relevant work experience, or a Bachelor’s degree with at least 5 years of continuous relevant work experience.
• Proven interest in women’s rights, social justice, and commitment to inclusion, dignity, and respect for diversity.
• Understanding of current challenges facing women and girls regarding access to justice, human security, upholding human rights, and social and economic well-being.
• Initiative and ability to manage a significant workload.
• Curiosity and willingness to build skills while working.
• Touch-typing speed of 40 words per minute with 90% accuracy.
• Experience with electronic diary management.
• Excellent IT skills, including Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Proven integrity and ability to handle sensitive information with discretion.
• Excellent command of the English language, both verbal and written.

How to Apply:

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 here.

Only short-listed applicants will be contacted.

SIHA is a feminist institution committed to women’s human rights and gender equality. SIHA provides equal opportunity for all applicants without regard to race, sex, gender, ethnic origin, age, marital status, health, HIV status, or social background. SIHA has zero tolerance for sexual exploitation and abuse (SEA) and ensures that all roles, responsibilities, and expected standards of conduct regarding SEA are known within the organization.