Job Description
The National Youth Council of Malawi is a statutory corporation established by an Act of Parliament-The National Youth Council of Malawi Act (Act No 22 of 1996). Its functions include developing, promoting, and controlling youth activities, registering youth organizations, organizing scholarships, establishing cooperation guidelines, and promoting training courses. The Council’s vision is to build a Malawi where young people can develop their full potential and contribute to sustainable development. It is an implementing arm of the Ministry of Youth, comprising the General Assembly, Board of Directors, Secretariat, and affiliates (registered youth organizations). The Council works collaboratively with youth organizations, government agencies, civil society, and other stakeholders to empower young people and advocate for policies that promote their development and participation in national decision-making processes.
EXECUTIVE ASSISTANT
Profile of the position
Reporting to the Executive Director, Contributes their energy, passion, and skills to supporting NYCOM’s Executive Director in a fast-paced environment during a time of turn around, revamp and rapid growth. The Executive Assistant (EA) will primarily support the ED in their day-to-day schedule and workflow, complex calendar management, coordinating logistics for both domestic and international travel, and manages special projects related to the organizational needs and priorities as requested by leadership
Duties and Responsibilities
1. Executive Support
- Completes a broad variety of administrative tasks for the ED’s office including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Plans, coordinates and ensures the ED’s schedule is followed and respected and provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the ED’s time and office.
- Communicates directly on behalf of the ED, with Board members, MDAs, donors, staff, and others, on matters related to ED’s strategic partnership outreach initiatives.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the ED’s office, including those of a sensitive or confidential nature and reports promptly to the ED’s attention.
- Provides a bridge for smooth communication between the ED’s office and internal departments within the organization.
- Works closely and effectively with the ED to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately and acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the ED updated.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the ED’s ability to effectively lead the organization.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on ED’s assigned initiatives to successful completion, often with deadline pressures.
2. Board Support and Liaison
- Serves as the ED’s administrative liaison to the board of directors.
- Assists board members with travel arrangements, lodging, and meal planning as needed during board meetings and official assignments.
- Maintains discretion and confidentiality in relationships with all board members on all matters.
- Adhere to compliance with applicable rules and regulations set in the Act and other relevant procedures regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
3. Executive Management Liaison
- Supports the Executive Management Team including assisting in scheduling meetings and attending meetings as assigned from time to time.
- Assists in coordinating the Executive Management Team meetings and off-sites, and all staff meetings as assigned from time to time.
- Facilitates cross-departmental coordination of travel and outreach plan for the Executive Management Team.
4. Partnerships, and Outreach
- Ensures that the ED’s bio is kept updated and responds to requests for materials regarding the ED and the organization in general
- Edits and completes first drafts for written communications to external stake holders
- Supports strategic partnership initiatives and networking events in the office of the ED in liaison with other relevant departments.
5. Strategic Initiatives
- Works on the Strategic Initiatives in the office of the ED in liaison with relevant departments and staff.
- Follows up on contacts made by the ED and supports the cultivation of ongoing relationships.
- Edits all, and creates acknowledgement letters from the President to donors
6. Filing and Data Management
- Maintain effective filing and data storage including emails and retrieval systems ensuring the needs of the ED are met.
- Manage confidential and sensitive documentation in the ED’s office with appropriate discretion.
Required qualifications and experience
- Degree in business administration, Arts or closely related qualification from reputable institution of high learning.
- Minimum of three years’ experience in a similar or related position
- Significant executive support experience
- Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
- Exceptional organizational skills and impeccable attention to detail.
- High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
- Ability to complete a high volume of tasks and projects with little or no guidance.
- Able to maintain a high level of integrity and discretion in handling confidential information.
Mode of Application
An application letter, an up to date Curriculum Vitae (CV) and academic as well as professional qualifications with names and contact details of three traceable referees should submitted to the following address by close of business Thursday, August 8, 2024. Submissions can be hand delivered to the address or through the email provided below.
Applications should clearly be marked with the position being applied for.
The Executive Director
National Youth Council of Malawi
Area 14/106
Off Presidential Highway
Private Bag 389
Lilongwe 3
Email: jobs@nycom.mw
In our commitment to diversity and inclusion, we encourage applications from all qualified individuals regardless of race, ethnicity, gender, age, disability