Executive Assistant/ Young Professional

  • INGO
  • Job Reference Code: EA/YP-INGO
Last date of application
 07-Sep-21 23:59 HR

JOB DESCRIPTION

Executive Assistant/ Young  Professional, International NGO, New Delhi
 

1. POSITION VACANTExecutive Assistant/ Young Professional, International NGO, New Delhi

2. ORGANIZATION BACKGROUND:

Our client is an International NGO (INGO) and part of an international confederation of independent development agencies, addressing the needs of poor and marginalised communities in more than 30 countries across the globe. Our client has been active in India since 1978, implementing programmes directly, as well as in partnership with affiliated agencies and/or implementing partners. Our client executes cross-sectoral programmes, in the areas of of agriculture and food security, climate change, economic inclusion, early childhood development, education, health and nutrition, access to sanitation and clean drinking water, and the establishment and strengthening of community institutions to lead and sustain development interventions.

3. JOB DESCRIPTION/ RESPONSIBILITIES:

Reporting to the Chief Executive Officer, the Executive Assistant/ Young Professional (EA/YP) shall provide organizational, administrative, logistical and research support to the CEO’s office, working in close collaboration with the programme, finance, HR and state teams.

The position requires a collaborative and supportive mindset, with willingness and ability to work with programme and functional leads across geographies, and affiliated agencies.

The position entails executive as well as programme support and could be of strong interest to a young professional, with a post-graduation in business management, rural development, or equivalent, and deep commitment to social cause. The EA/YP shall gain an in-depth understanding of the challenges faced in India for social development at the grass roots, and how these have been successfully addressed by a respected non-profit, working in close collaboration with the government and local, as well global, development partners.

Key Deliverables:

(1) Providing effective, timely and high quality organisational, logistical and research support to the CEO’s office, taking the lead for organising correspondence, drafting letters and meeting minutes, scheduling appointments and tracking emerging action points and next steps, finalizing travel arrangements and related logistics for the CEO and providing feedback and reminders on a regular basis;

(2) Maintaining regular contact and liaison with key contacts and agencies as directed by the CEO and act as a filter for all visitors, enquires and contact requests for the CEO;

(3) Coordination of all institutional and staff meetings, recording of minutes and major decisions, and follow-up on emerging action points;

(4) Maintaining and regularly updating a contacts database, including listing of key partners, affiliate agencies and government contacts, including those at different state offices;

(5) Assisting the CEO in the efficient functioning of the managing committee of the organisation, taking care of logistics for committee members viz travel bookings and stay arrangements, booking the venue for committee meetings, recording of minutes, and assisting the Chairman, Vice Chairman, and members of the committees, as required;

(6) Making arrangements for appointments, vehicle, travel, hotel arrangements and all related logistics for key visitors. Also preparing and managing itineraries of key visitors and managing committee members as required;

(7) Preparing background notes and high-quality presentations for meetings, in close dialogue with programme leads and state programme managers;

(8) Participating in fortnightly grant pipeline meetings, as well as monthly/ quarterly grant management tracker meetings, documenting and following-up on key action points;

(9) Supporting the ‘due diligence’ process for new partnerships, based on extensive online research and review of secondary information;

(10) Supporting resource mobilization initiatives through the collection of secondary data for the development of funding proposals, drafting and editing documents as required;

(11) Maintaining an e-filing system for the CEO’s office, ensuring easy retrieval of documents;

(12) Supporting the HR, Administration and Finance functions for required documentation, including convening of purchase committee meetings, staff induction and on-boarding, issuance of appointment letters, visitor handling, and organization of staff events and retreats;

(13) Carrying out any other task as assigned by the CEO.

4. QUALIFICATIONS, EXPERIENCE AND COMPETENCIES:

Qualifications:

Applicants must be post-graduates.

Experience:

Two to three years of experience with organisations in the development sector is desirable.

Skills and Competencies:

(1) Exceptional communication skills with strong written, verbal, and presentation competencies. Fluency in Hindi and English is required;

(2) Extensive experience in the use of MS Office applications is required. Experience of using technology to improve office efficiency and cost effectiveness, is desirable;

(3) Applicants must enjoy working in horizontal, cross-functional teams across departments and institutions;

(4) Ability to meet short deadlines and produce high quality materials, with a fast turnaround;

(5) Solution-oriented, creative and versatile problem-solver, with the ability to work around obstacles;

(6) Ability to work in teams, as well as independently, and multi- task, is essential.

5. COMPENSATION OFFERED:

Gross compensation budgeted for the position is Rs. 9-10 lacs per annum, excluding medical and accident insurance and gratuity. Please note that the offer made to the selected candidate shall be commensurate with qualifications, experience, and salary history.

6. CONTRACT: The incumbent shall be offered a two-year contract, extendable based on performance.

7. LOCATION: New Delhi

8. REFERENCE: EA/YP-INGO

9. CONTACT INFORMATION:

Team SAMS
Strategic Alliance Management Services P Ltd.
1/1B, Choudhary Hetram House, Bharat Nagar 
New Friends Colony, New Delhi 110 025
Phone Nos.: 011- 2684 2162; 4165 3612

10. APPLICATION PROCESS:

Eligible candidates interested in the position are requested to apply using the link https://recruitment.samshrm.com/JOBS/INGO by or before September 7, 2021.