Executive Assistant at DreamKids Zambia Limited

The Executive Assistant provides direct support to the CEO.  The Executive Assistant serves as primary contact for local and international stakeholders on all matters pertaining to the operations of Dreamkids Zambia Limited. He/she also serves as link between CEO, The Board and Senior management teams; organizes and coordinates operations of the organization and external relations efforts; and oversees special projects.

DUTIES AND RESPONSIBILITIES

A. EXECUTIVE SUPPORT

• Performs a variety of administrative tasks; managing appointments, completing expense reports and preparing correspondences.
• Prepares and implements local and international travels, meals, accommodation, plans for the CEO, Directors, and visitors
• Plans, Coordinates and ensures that CEO’s schedule is followed and respected.
• Communicate directly and on behalf of the CEO, with Boards, Donors, volunteers, staffs, government officials, civic and church leaders, press, and other stakeholders
• Provides leadership to build relationship in the organization and manage a variety of project from start to end for the CEO
• Maintain discretion and confidentiality between the Board and the public
• Participates as an adjunct member of the Executive team including assisting in scheduling meetings and attending all meetings as secretary;

B. ADMINISTRATIVE SUPPORT

• Prepares and manages Dreamkids Zambia Work Plan
• Adheres to compliance with applicable rules and regulations set in by laws regarding the board and board committee members, including advance distribution of material before board meetings
• Maintains updated records of the organization and responds to requests for the materials and information regarding the CEO and the Organization in General
• Maintains Dreamkids Zambia Website
• Ensure submission of return to authorities
• Prepare monthly, Quarterly and annual reports
• Participates in local and external fundraising activities
• Performs other function from time to time.

C. HUMAN RESOURCES SUPPORT

• Administratively supports HR director (recruiting support, documents formatting, surveys set up and other administrative tasks), drafts emails and other DKZ correspondence as directed.

D. ACCOUNTING AND FINANCIAL SUPPORT

• Ensures and guides the Accounting units on various Financial matter.
• Make sure that the purchases are with adherence to the yearly procurement plan and Budget.
• Supports the finance team to ensure that the financial policy is followed in all the transactions made.
• Review the Financial Reports before they are sent to the CEO

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Proficient in MS office, Adobe Acrobat, Social media platforms
• Strong and Mature Christian
• Strong organization skills
• Very strong interpersonal skills with ability to perform and prioritize tasks.
• Excellent verbal and written communication skills
• Demonstrate strong proactive approaches to problem-solving with strong decision making capabilities.
• Self -start and resourceful team player, able to work independently.
• Proven Ability to handle confidential information
• Demonstrated and strong customer care skills
• A proven record to work successfully with diverse populations
• Ability to collaborate with Dreamkids Department cross function teams and partners
• Willing to travel and work extended hours
• Demonstrate high level of integrity
• Strong Disciple of Jesus Christ the Lord.

QUALIFICATIONS AND EXPERIENCE

• Bachelor in Business Administration with (03) years of PROVEN experience in a busy, deadline driven donor funded NGO.
• Possession of a valid Driver’s license

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