Roles and Task Complexities
Format information for internal and external communication memos, emails, presentations, reports etc.
Represent the CEO in calls and meetings when unavailable
Act as the point of contact between all stakeholders in multiple capacities including the CEO’s NGO operations
Manage information flow in a timely and accurate manner
Prepare weekly, monthly and quarterly reports
Review print and online resources to gather information
Manage the CEOs schedule and ensure optimum efficiency in all operations
Perform various office and administrative duties to assist the CEO
Organize files and make travel, meeting and event arrangements
Take minutes of meetings attended with the CEO and circulate accordingly
Plan and design the organisational programme portfolio consisting of multiple projects
Create and implement guidelines for evaluating the programme's strengths and areas where improvement is required.
Assign tasks to project team members to ensure project objectives are completed as required.
Ensure effective quality assurance and the overall integrity of each project throughout the project life cycle.
Ensure project execution on time and within budget, in accordance with the developed Project Management Plan
Proactively monitor schedule and quality, resolving issues and initiating appropriate corrective action
Collect and analyse project performance data for accurate management decisions
Ensure appropriate allocation of all resources and skills across each project
Manage third party contributions to the projects
Professionally manage communications with all internal and external stakeholders
Initiate extra activities and other management interventions wherever gaps in the projects are identified or issues arise.
Develop and achieve operational objectives by contributing information and recommendations to strategic plans and reviews;
preparing and completing action plans as communicated by Executive Management
Observe and identify market trends; determine system improvements and implement change.
Excellently coordinate programme portfolio and professionally manage the project inter-dependencies.
Perform other duties as assigned.
Competencies / Skills :
Excellent programme management skills
Excellent Written and Oral Communication Skills
Excellent decision-making and organisational skills
Excellent Stakeholder management skills
Excellent planning and time management skills
Proven ability to balance multiple projects, and collaborate across disciplines in a cross-functional atmosphere
A self-starter who is a doer and can work on his / her own projects with minimal direction
Knowledge of Office Software and Internet
Behavioral Qualities / Other Competencies :
High entrepreneurial acumen
Proactive identification and elimination of inefficiencies
Goal, quality and excellence orientation
Ability to motivate others to achieve goals and instill confidence whilst respecting and supporting colleagues and team members to reach their full potential.
Ability to translate strategic objectives into everyday activities
Ability to solve complex problems, continuously improve and adapt the ideas of others.
Experience / Qualifications
A Degree in the Social Sciences or its equivalent.
Minimum of 3 years-experience in a similar role.