Executive Assistant to the CEO

OVERVIEW

The Legal Services Facility (LSF) a registered non-government Organization (NGO) with Registration No. 00NGO/R2/00011. It is a basket fund created to channel funding on equal opportunity basis to organizations which are providing legal aid and paralegal services in Tanzania mainland and Zanzibar.  These services assist individuals to claim their rights, redress grievances and protect their fundamental human rights.

The LSF manages a basket fund to which DANIDA and the EU are contributors. It operates as grant maker with the overall goal to increase access to justice through a legal empowerment approach, in particular for women and girls. Through implementing partners, a paralegal cadre of around 3,500 is supported, organized in 168 small district based paralegal organizations.

Post:  Executive Assistant to the CEO

Location: Dar es Salaam

Reports to: CEO

The Role      

1.0 JOB PURPOSE:

Reporting directly to the CEO , the Executive Assistant to the CEO provides executive, administrative, and development support to the CEO and Board of Directors, as well as the Senior Management Team. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. The Executive Assistant serves as a liaison to the Board of Directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

2.0 KEY RESPONSIBILITIES AND TASKS:

Executive Support

• Assists the CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
• Communicates with the general staff on the CEO’s behalf and coordinates logistics with high-level meetings both internally and externally.
• Coordinates meetings and strategic activities with the Senior Management Team, the LSF board and the Annual General Members (AGM).
• Communicates directly and on behalf of the CEO with Board members, AGM members, donors, LSF staff, and others on matters related to programmatic initiatives as directed.
• Conducts research on prospective corporate and foundation donors to identify and evaluate current needs and assembles materials needed for the proposals.
• Drafts reports, letters of solicitation, proposals; prepares and coordinates oral and written communication with donors and prospects.
• Supports CEO in his/her external commitments related to LSF, including service on external boards, committees and other groups.
• Processes LSF’s memberships with other organizations.
• Manage CEO’s electronic diary, assessing priority of appointments and reallocation as necessary.
• Manage CEO’s travel arrangements (including visas/accommodation).
• Process CEO’s correspondence, ensuring that incoming correspondence is dealt with by the CEO/or on behalf of the CEO, or other staff as appropriate.
• Maintain records of CEO’s contacts.
• Assist the CEO in researching and following up with action on matters which fall within the CEO’s responsibility – chasing responses, triggering follow-up actions.
• Produce documents, briefing papers, reports and presentations for the CEO.
• Organise meetings and ensure that CEO is well prepared for those meetings, preparing agendas, pre-eet/ing briefings and meeting papers.
• Display a pleasant manner and positive attitude at all times and promote a good organisation image to guests and colleagues.

Board Support and Liaison

• Serves as the CEO’s administrative liaison to the Board of Directors and manages Board activities, which include coordinating AGM annual meetings, quarterly Board meetings and dinners; annual Board staff lunches/receptions/new Board member orientations; arranging hotel accommodations for out-of-town Board members; processing travel reimbursement requests; and compiling, assembling, and distributing Board meeting materials. Research potential Board members for the Nomination Committee.
• Maintains confidential files and contact information; coordinates meetings, conferences, and committees both on and off site to support the CEO’s agenda.
• Maintains AGM, Senior Staff meeting and board records.
• Management Liaison
• Participates as a secretary of the Senior Staff team including assisting in scheduling, attending meetings. Represents the CEO in designated meetings as required.
• Assists in coordinating the agenda of senior management team meetings. Prepares an account of the meetings and designates and follows up on assigned action items.

Accountabilities

• Position reports to the CEO and works directly with the Board of Directors.
• Works directly with the Board Committees.
• Works directly with senior level staff both internally and externally.

3.0. QUALIFICATION:

• Bachelor’s degree or equivalent experience with social sciences background and an interest in national and global issues.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Five  years providing support for upper-level management in a related organization

Skills & Abilities:

• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
• Previous experience working with development and fundraising programs to increase donor contributions and funding sources.
• Proficiency in Windows, including MS Word, EXCEL and PowerPoint; fund-raising data management systems knowledge helpful.
• Ability to learn new software
• Ability to conduct research and present data in a concise and well-written manner.
• Ability to work independently and with professional discretion.
• Excellent writing, editing, grammatical, organizational, and research skills.
• Ability to work with a broad range of people including major donors, Board members, colleagues of the CEO and staff, and others.
• Excellent management, time-management, and problem-solving skills.

Working Conditions/Other Data:

• Occasional travel may be involved.

APPLICATION INSTRUCTIONS:

If you are Tanzanian and qualified for this post, please submit a single page application letter showing your suitability to the role with an updated Curriculum Vitae to  hr@lsftz.org,    clearly indicating the position being applied for in the subject. The applications deadline is  04^th January, 2021. Only short-listed candidates will be notified. For more information about LSF please visit LSF Website: www. lsftz.org. 

LSF is an equal opportunities employer.