Administrative Assistant

Temporary

ActionAid: Administrative Assistant

ActionAid
Opportunity closing date:
Thursday, 18 March, 2021
Opportunity type:
Employment

Salary:  B
Contract type:  Fix Term Contract

The Role

Support the effective functioning of the SG’s Office by providing administration support, ensuring synergies and collaborative relationships are enabled with other teams and other parts of the federation.

To support the Executive Coordinator with coordination of meetings, planning, reporting and maintenance of internal communications for the SG Cluster.

Who we’re looking for

  • Educated to A-Level standard or equivalent. A degree-level qualification would be advantageous, but is by no means essential
  • Minimum 3 years’ experience in supporting C level executives and/or Boards
  • Minute-taking experience (minimum of 4 years)
  • Good communication and interpersonal skills

 What we offer

ActionAid is committed to providing a welcoming, supportive workplace where we recognise a job well done. Offering a fair compensation package and a flexible working environment. At ActionAid, you can look forward to

  • Fantastic training and development opportunities
  • A workplace that embraces intersectional feminist principles
  • Generous maternity, paternity and adoption pay
  • Over 4 weeks holiday a year

How to apply

If you are interested and meet the criteria, please follow the link to submit your application https://actionaidinternational.bamboohr.com/jobs/view.php?id=49. Please upload an up-to-date CV and a covering letter, clearly explaining your suitability against the essential criteria in the job profile.

To be considered for this role, you must be able to provide proof of eligibility to work in London, Nairobi or Johannesburg at the time of appointment.
Kindly note that only shortlisted candidates will be shortlisted- usually within 2 weeks of the closing date.

About us

ActionAid is a global federation working for a world free from poverty and injustice.
We want to see a just, fair and sustainable world, in which everybody enjoys the right to a life of dignity, and freedom from poverty and oppression.
We work to achieve social justice and gender equality, and to eradicate poverty.

All our work is underpinned by a set of feminist leadership principles:

Self-awareness, Self-care and caring for others, Dismantling bias, Inclusion, Sharing power, Responsible & transparent use of power, Accountable collaboration, Respectful feedback, Courage and Zero tolerance. 

Our commitment to safeguarding

ActionAid is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct. We are also committed to preventing and responding to any form of sexual harassment, exploitation and child abuse and abuse of adults at-risk, whether carried out by staff/representatives or resulting from our work. ActionAid expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

Job Role
Role Overview: Support the effective functioning of the SG’s Office by providing administration support, ensuring synergies and collaborative relationships are enabled with other teams and other parts of the federation.

To support the Executive Coordinator with coordination of meetings, planning, reporting and maintenance of internal communications for the SG Cluster.

Areas of Responsibilities Key Activities
  • AAI Values Practice & Strategy Change Priorities
  • Leading Innovation and Change Establish a culture of excellence in respective team that values experimentation and continuous improvement
  •  Feminist Leadership: Championing feminist leadership principles and values including commitment to diversity and inclusion (race, gender, power)
  • AAI Values Practice:  Ensure personal and team culture that demonstrates all of AAI values including: Mutual Respect, Equity and Justice, Integrity, Solidarity with People Living in Poverty and Exclusion, Courage of Conviction, Independence and Humility
  • Key Deliverables
  1. Travel Management for Secretary General and International Board
  • Arrange national and international travel for SG, CoS and Board Members
  • Arrange logistics for international meetings, usually remotely
  • Arranging transfers to and from the airport
  • Booking accommodation for delegates
  • Requesting per diems
  • Applying for visas: – Updating the travel tracker every time SG, CoS, Executive Coordinator and Board members travel
2.  Meeting Logistics and Support

  • Assist with setting up a conference call for International Meeting.
  • Sending meeting requests to all the participants
  • Assist in preparing documents that may be needed in the conference call for participants.
  • Ensure external participants have meeting documents.
  • Assist with the overall meeting schedule and locations/preparation for ILT, FLT and IB meetings –including logistics, producing minutes and communique
3. Document Management System and Cluster Internal Communication

  • Creating features for and maintaining team intranet site, ensuring relevance based on team needs and training of users.
  • Proactively creating and managing hard and soft filing systems that are user friendly and developed in consultation with the team.
  • Design, development, and maintenance of the Secretary-General Cluster teams and sharepoint
4. Administration Support

  • Process SG, CoS and Board expense claims
  • Reconcile expense claims and credit card claims.
  • Assist with processing of payments to suppliers – including obtaining relevant authorization and coding invoices etc.
  • Follow up on supplier queries.
  • Coding, checking and submitting invoice
Education, Language & Qualifications
  • Educated to A-Level standard or equivalent. A degree-level qualification would be advantageous, but is by no means essential
  • Minimum 3 years’ experience in supporting C level executives and/or Boards
  • Minute-taking experience (minimum of 4 years)
  • Good communication and interpersonal skills
Essential Knowledge, skills and Experience
  • Accustomed to virtual working in a distributed organisation, able to use remote working tools such as zoom/teams/Sharepoint with ease
  • Experience of organising international meetings and events, including in countries other than the one where you are based
  • Ability to work in a multicultural context/environment, engage in social justice activism/advocacy and demonstrate innovative practices
  • Ability to handle confidential and sensitive information with appropriate discretion
  • Ability to organize and plan own work.
  • Excellent verbal and written communication skills in English,
  • Excellent attention to detail, with the ability to maintain a high level of accuracy
Desirable Knowledge, skills and Experience
  • Ability to work under pressure.
  • A flexible, pro-active approach to work including the ability to prioritize and re-prioritize.
Competency Profile
Leading Organisation Strategic Perspective Demonstrate alignment of the Organisation’s strategic priorities and goals.
Change Management Uses effective strategies to facilitate organisation change initiatives and overcome resistance to change by involving others, listening and building commitment.
Decisiveness and Agility Prefers quick and appropriate actions in many management situations, able to adapt and respond to fast changing eco system/environment
Leading Others Leading Teams Attracts, motivates, and develops high performing teams.
Building Collaborative Relationships Builds productive working relationships with co-workers and external parties, whilst valuing diversity (gender, race, culture).
Communication Expresses ideas clearly and concisely; disseminates information about decisions and plans proactively.
Leading Self Leading with Purpose and Credibility Acts in accordance with stated values; has strong commitment to develop, promote and practice AAI’s values
Innovation and Taking Initiative Takes charge and proactively seeks new ideas, experiments with new processes/practices that capitalizes on opportunities

Note:

ActionAid is committed to supporting flexible working. If you would like to discuss flexible working options, including the possibility of a job share for this role, there will be space to do so during the interview process.

Candidates will require the right to work in the job location at the time of appointment.

Location:
Johannesburg