Vacancy – Executive Assistant

November 2023
Job Title: Executive Assistant
Location: Yaoundé, Cameroon.
EVIHDAF is an international research and evaluation organization headquartered in Yaoundé, Cameroon, which serves the West and Central Africa region. It provides services in Research, Evaluation & Learning; Data, Analytics & Information Systems; and Social & Behavior Change Strategies. Its practice areas include Health and Health Systems, Nutrition and Food Security, and Agriculture and Livelihoods. We have a USAID-funded project office in Niamey, Niger, and a Data Unit satellite office in Parakou, Benin (www.evihdaf.com).
We are looking for a dynamic and motivated candidate to fill the position of Executive Assistant, She/He will be Responsible for ensuring smooth communications between internal/external customers. Performs petty cash management and provides adequate administrative and secretarial support to staffs and visitors, functions of our operations in strict compliance with EVIHDAF’s policies and procedures and specific donor rules and regulations. Also strive to ensure efficient and accountable use of donor funds.
The candidate will work under the supervision of both the Contracts/Compliance/HR Manager, and the Executive Director of EVIHDAF, reporting to the former. The position is based in Yaoundé, Cameroon and requires flexibility as well as strong organizational skills.
Responsibilities
In particular, the selected candidate will be responsible for the following activities:
A) Admin Support to the Office (about 60% of time):
1.    Screens incoming calls and properly divert calls to concerned party; be responsible for handling all incoming and outgoing calls for an efficient flow of communication.
2.    Screens incoming and out coming visitors / mails to facilitate contact:
•    Reception of visitors and directing them appropriately,
•    Reception of mails and parcels and ensure that they are appropriately dispatched without delay.
3.    Responsible for providing secretarial support to the office including:
•    Ensuring all documents to be typed are done in good quality and on a timely basis.
•    Ensuring that there is a proper filing system for incoming and outgoing mails and other documents for the core management.
•    Ensuring that the appointments are properly organized.
•    Circulates routine information to all staff.

B) Executive Assistant to the Executive Director (about 40% of time).
4.    Manage the Executive Director’s agenda, contacting people to request and confirm appointments.
5.    Receive the documents for the Executive Director’s signature, check them, obtain the signature, and forward them to the appropriate person after signing.
6.    Keep the Executive Director informed of any initiative or difficulties related to the office for attention/redress for the provision of required support services for program implementation,
7.    Perform any other duties assigned to support the attainment of the organization’s goal.

Dealing with Problems:
Complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them.
•    Understands administrative requirements as per EVIHDAF’s policies and procedures and provides required services to staff.
•    Supports coaching staff on the discharge of administrative functions.
•    Exhibit a good sense of judgment and responsibility in the performance of duties.
•    Works with minimum supervision.
•    Refers all final decision making to the Executive Director.

Communications and Working Relationships:
Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contract.
•    Keeps and maintains a high contact with contractors, service providers and suppliers for the provision of goods, materials, equipments, utility repairs and maintenance that would ensure EVIHDAF receives value for money.
•    Maintains a high contact with all country office staff to receive and process requests for administrative services.
•    Maintains medium contact with research team to offer support, information, influence and or reasoning with regards to administration related issues.

Qualification and Experience
- B.Sc. Admininistration or equivalent
- At least 05 years working experience in a similar position.  
- Experience working with an international NGO would be an advantage

Demonstrated behaviors needed by the post-holder to successfully perform the role:
    Timeliness and proactive in the discharge of duties 
    Good planning organizational abilities
    Communicates in a manner that inspires confidence and professionalism.
    Good supervisory and listening abilities.
    Open to feedback and willingness to adopt to new approaches and processes.
    Ability to inter-face with all levels of management
    Analytical and attention to detail
    Good team player
    Safety and security conscious
    Good presentation and attention to details

Skills Specific to the post needed to put knowledge into practice.
    Good communication and ICT skills
    Good inter-personal skills
    Good client/customer relations
    Good writing and reporting skills
    Good negotiation skills
    Strong team player
    High level of discretion
    Planning & organizing
 
How to apply?
Interested candidates are invited to submit their application by email no later than December 15, 2023, to the address admin@evihdaf.com with the subject “EXECUTIVE ASSISTANT”. The application package will include:
•    A cover letter of not more than two (2) pages including, among other things, the candidate's experience, and suitability for the position.
•    A CV of not more than three (3) pages in length including the names, phone numbers and email address of two referees and the date he/she would be available.
Female candidates are particularly encouraged.