Regional Executive Assistant job at Strategic Initiative for Women in the Horn of Africa (SIHA)

About the Organization

stablished in 1995 by a coalition of women’s rights activists with the aim of strengthening the capacities of women’s rights organizations and addressing women’s subordination and violence against women and girls in the Horn of Africa, SIHA has grown substantially and is now comprised of 136 member organizations.

Job Description

The Strategic Initiative for Women in the Horn of Africa (SIHA) is a network of civil society organizations from Sudan, South Sudan, Somalia, Somaliland, Ethiopia, and Uganda. SIHA’s Secretariat in Kampala provides programme support, guidance to active country programmes in Sudan, South Sudan, Ethiopia, and Somali Region in addition to carrying out regional programming and advocacy work. SIHA works on challenging all forms of violence against women and girls and works on women peace and security, mix migration access to justice and women and girls social and economic marginalization.
SIHA is growing and expanding into a well-established Pan-African well-grounded women’s rights
organization.
Summary and Objectives of the Position
The Regional Executive Assistant will perform various administrative tasks and directly support the Regional Director which may involve extremely sensitive and/or confidential matters using independent judgment, tact, and discretion.
Their responsibilities will include managing calendars, making travel arrangements, and preparing expense reports and monthly timesheets. To be successful in this role, they should be well-organized, confidential, have time management skills and be able to act without guidance.
This position requires comprehensive administrative, organizational, and strategic support to the regional director, maximizing effectiveness at the secretariat office and country offices.
They will contribute to the efficiency of our business by providing personalized and timely support to the Regional Director and the Senior Management Unit.

Duties and Responsibilities

Manage and coordinate the regional director's travel and schedule. Managing calendar travel and meeting planning
Record general incoming and outgoing correspondence and meetings and ensure and record follow-up actions are in place.
Assist with clerical and technical support for the regional management committee
Preparing presentation materials to support the regional director and management committee meetings
Coordinate and lead the SIHA Board of Directors meeting organization and arrangements
Overseas the Board meeting reports, attend the board close meeting sessions, recordmeeting notes and minutes, and file and store board meeting records.
Organizing meetings, events, and conference presence when required
Extend support for budgets and financial requests based on the guidance of RD and the Management committee.
Collaborate with service providers based on the guidance of the RD and SIH Management committee and Coordinate and work closely with suppliers/vendors when requested
Maintaining and updating the information management system.
Collaborating with compliance to assist with the execution of various initiatives, including scheduling events, facilitating workshops, and assisting with conference presence/participation
Follow-up on RD approvals of staff requests
Assist the RD with reports, presentations, and follow-up on RD communication with partners directly, including donors and partner organizations, media outlets, etc.
Administer and oversee the SIHA General email and share emails with designated staff
Administer SIHA photo Archive and ensure collaboration of the communication and programme teams on calcification per country per-year and events and advocacy team
Any other related tasks as assigned by an authorized SIHA officer.
Collaborate with SIHA, Finance, compliance, and communication and advocacy on tracking SIHA membership records and contribution
Organize a monthly membership meeting between all relevant staff
Review membership policy and establish a membership list at the SIHA MailChimp
Handling all questions, information requests, and complaints regarding membership.
Processing membership applications, renewals.
Develop questionnaires in partnership with the SIHA communication team and collect updates from members annually.
Maintaining and updating membership records.
Collecting data, tracking membership statistics, and preparing reports.
Developing and implementing strategies to recruit new members.
Coordinating with the accounting department to track membership revenue.
Preparing membership marketing materials.
Organizing events and activities for existing and prospective members

Qualification, Experiences and Competencies

Tactful, diplomatic, responsive, and self-confident, with excellent communication and Strong writing and research Skills and abilities
Interpersonal skills, including knowledge of etiquette and ability to think on one’s feet,
Including the ability to prioritize and re-prioritize.
Flexible, committed and mature with ability to show initiative and common sense, plan own work, work unsupervised, handle multiple tasks, meet deadlines and work in a fastpaced environment under pressure and to tight deadlines
Excellent administrative and time-management skills, with excellent attention to detail and accuracy, and capacity to lead on specific initiatives
Knowledge of Health and Safety standards
Possession of valid travel documents
Able to lead by example and demonstrate desire to share expertise, knowledge, and skills with other team members
Friendly and professional demeanor