Oxfam South Africa: Executive Assistant

Oxfam South Africa
Please note: this opportunity closing date has passed and may not be available any more.
Opportunity closing date: 
Friday, 9 January, 2015
Opportunity type: 
Employment

Location: Johannesburg, South Africa
Remuneration: Competitive
Close Date: This position remains open until filled
Start Date: As soon as possible
Reference: OXFAM-EA-RSA
 
About Oxfam South Africa (OZA)

Oxfam South Africa is the first African organisation that is being established to become a full affiliate of the 19 member Oxfam global confederation. OZA is now fully constituted with a Board, an Executive Director, skeletal staff. Over the next few months, OZA will be constituting a dynamic team of visionaries who will take the organisation’s vision in forward. Leveraging its dual identity and location as an indigenous African organisation and a member of a global confederation, OZA will work with people and their movements in South Africa, in our wider African continent and the world in the pursuit of a just, democratic and sustainable world without poverty, inequality or other injustices. In Particular, we will focus on Women’s rights and Gender Justice, Deepening Participatory Democracy, Economic Justice, Pan-Africa and Global Solidarity and Engagement.
 
Internationally, Oxfam works for a world where people are valued and treated equally, enjoy their rights as full citizens, and can influence decisions affecting their lives. Oxfam mobilises the power of people in more than 94 countries, to address the injustice of poverty, inequality and the interlocking systems of power that cause poverty.
Around the globe, Oxfam works to find practical, innovative ways for people to lift themselves out of poverty and thrive. We save lives and help rebuild livelihoods when crisis strikes. We campaign in partnership with people, communities, so that the voices of the poor influence the local and global decisions that affect them.
 
Oxfam South Africa has tasked KM Global Consulting with the recruitment of an Executive Assistant.  The EA OZA is a dynamic, highly capable, creative individual with senior level skills of  providing executive support functions in a multifaceted and fast changing organizational set up.
 
The Purpose of the Role

To provide first-class administrative support and coordination of activities for the Executive Director and Board of  Directors of (OZA) in close coordination with senior management and staff, other parts of the organisation and the wider Oxfam confederation.  S/he manages the efficient flow of information and communication to ensure expeditious dissemination and timely action. S/he performs a variety of governance support functions in support of the Oxfam South Africa Board of Directors.
 
Main Duties and Responsibilities

Support for the Oxfam South Africa Executive Director (ED) and Board of Directors

  • Manage the Executive Director’s diary and appointment schedule
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Executive Director.  S/he is responsible for the preparation of correspondence, directives, comments on behalf of the Executive Director for her signature and making follow-ups when required
  • Provide administrative support including drafting correspondence, creating presentation materials and reports for OZA ED and Board
  • Arranges all travel, visas, and associated requirements for the Executive Director and Board.
  • Ensures that the Executive Director and Board of Directors are kept well informed of and respond to key events and developments (both internal and external) of significance to Oxfam South Africa
  • Perform overall internal and external liason function for the ED and Board
  • Provide secretarial services to the Board including collating meeting documents and taking minutes of Board meetings
  • Manage the expenses submissions for the Executive Director and Board members, ensuring compliance with Oxfam policies and correct authorisation processes
  • Organises the logistics of meetings, including Board meetings, regular team meetings, one-to-one meetings, hosting visitors, booking accommodation, events management, and assisting with video and teleconferences
  • Keep abreast of activities in the Oxfam confederation and channels information appropriately/ Is the Traffic management
  • Deal with telephone enquiries, and monitor e-mail requests, responding where possible or assigning to other staff members for timely follow up
  • Be responsible for the maintenance of the Executive Director’s administrative files (paper and electronic copies), secure and confidential paperwork, records, filing and archiving as required.
  • Maintains the roster of contacts for easy access and reference.
  • Support to external relations activities. i.e. Facilitate the ED and Board’s interaction with various external partners such as governmental officials, donors, civil society,  other partners through collaborative and proactive relationship with counterparts and colleagues in those offices

Other tasks

  • Implement effective systems/procedures on office safety and security
  • Undertaking research and other projects as requested
  • Support the collation and distribution of the budget process for OZA ensuring up-to-date information is available in a  timely manner
  • Provide relevant and timely reporting, analysis and information to key stakeholders as requested
  • Provide support and materials for communications activities including updating the OZA website and providing support for social media support activities such as facebook and twitter
  • Build effective working relationships internally and externally with key stakeholders
  • Participate in team meetings, recording minutes as needed
  • Organise OZA events as needed
  • Undertake other duties as reasonably assigned by the Line Manager

Qualifications, Skills and Experience

Experience

  • Minimum 5 years experience working with Executive Directors / CEO as Executive Assistant or PA.
  • Proven experience in working on, and/ or supporting governance issues: working with Board of Directors, Trustees and governance structures.

Skills and competencies

  • Demonstrable experience in an executive support role including responsibility for:
    • Maintenance of secure and confidential paperwork, records and files
    • Diary management, meeting and travel logistics
    • Invoice and expense processing
    • Drafting reports and minute taking
  • Experience in the use of computers applications and software packages (MS Word, Excel, etc). 
  • Ability to draft reports, letters and other written communications which can be distributed to other offices and organisations
  • Excellent communication skills including verbal and written English
  • Proven experience of administration, good time-management, and organisational skills
  • Superior attention to detail and strong problem solving skills
  • Basic understanding of financial systems and controls and ability to apply to own work and circumstances
  • Ability to work on own initiative, manage own time, work to deadlines and manage conflicting priorities without supervision and upward referral
  • Ability to liaise with a wide range of people, both internally and externally, and at many levels, with credibility, tact and diplomacy
  • Takes a proactive approach to problem solving and work prioritisation
  • Demonstrates adaptability and flexibility in all aspects of working
  • Is a positive and supportive team member, is adaptable with ability to work and relate to people of diverse backgrounds and is highly personable
  • Takes responsibility and initiative for finding out things and expanding own knowledge; understands own contribution to the whole; shows commitment to Oxfam’s overall aims and objectives including commitment to promoting diversity and gender equality
  • Recognises responsibility to help others do their job effectively
  • Possess a flexible approach to working hours,
  • Prior working experience with international organizations is strongly desirable
  • Has a right to work in South Africa and
  • Has a strong network in key sectors  relevant to Oxfam’s work 

How to Apply

All applications must be addressed to KM Global Consulting and sent directly to info@kmglobalconsult.com stating OXFAM-EA-RSA in the subject line.

                            
 

Location: 
South Africa

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