Executive Assistant at Palladium

The Executive Assistant will manage and perform complex and confidential administrative functions to ensure smooth flow of operations; and provide administrative and secretarial support for the TIENI senior management. Manage and provide direct support to the Chief of Party, the Deputy Chief of Party and the MNCH, FP/RH Technical Lead & coordinate assistance to the COP office in all administrative matters. The executive assistant directly reports to the Deputy COP.

Roles and Responsibilities:

• Manage all incoming and outgoing written correspondence for CoP, the Deputy CoP and the MNCH, FP/RH Technical Lead, including letters, forms, troubleshooting for administrative problems, back up documentation, and dissemination of general information as appropriate.
• Maintain/update calendars, schedules appointments and meetings for the CoP, the Deputy CoP and the MNCH, FP/RH Technical Lead.
• Attend to visitors for the CoP, the Deputy CoP and the MNCH, FP/RH Technical Lead, directing them accordingly.
• Answer and screen telephone calls; receive and deliver messages; and respond to queries of a non-scientific/non-policy nature.
• Organize, coordinate and provide logistic support for meetings, trainings and workshops (including preparation of meeting and workshop materials), on-site and off-site for the CoP, the Deputy CoP and the MNCH, FP/RH Technical Lead.
• Manage travel arrangements for CoP, the Deputy CoP and the MNCH, FP/RH Technical Lead, overseeing travel authorizations and approvals, and completing and submitting expense reports, reviewing trip reports for content and format, coordinating travel arrangements.
• Coordinate and manage international travels into the country and out of the country which can include obtaining requisite approvals, making flight reservations, making/confirming hotel reservations, preparing and submitting visa applications, following up to ensure visa is obtained, organizing transport to/from Lilongwe airport.
• Provide administrative assistance during small office meetings including serving refreshments.
• Record minutes of staff meetings and circulate amongst the staff of the MOMENTUM/ TIENI project office.
• Maintain central files for CoP, Deputy CoP and the MNCH, FP/RH Technical Lead for various activities under this leadership team
• Provide support/standing in for the receptionist when necessary as advised by supervisor.
• Perform or assume other duties as assigned by supervisor to ensure the smooth functioning of the office and the achievement of project goals.

Position Requirements:

• A diploma or certificate in secretarial studies from a reputable institution
• A diploma or certificate in Administration from a reputable institution will be an added advantage
• At least four years’ experience in administration and office management with complex and large international organization
• Familiarity with international NGOs a plus.
• Ability to communicate effectively and tactfully with all levels of staff, representatives of donors and collaborating agencies, individuals from diverse cultures, and the public.
  Initiative and discretion in judging and managing confidential matters, materials and sensitive issues.
• Proficiency in a broad variety of administrative and computer skills, including MS Word, Excel, Power Point, Outlook, and other Microsoft office applications
• Proficiency in secretarial skills to include grammar, spelling and proofreading.
• Excellent organizational skills with ability to coordinate and effectively process work assignments, while providing attention to detail.
• Excellent interpersonal, oral and written communication skills in English
• Ability to develop productive working relationships with counterparts in other agencies and organizations worldwide
• Ability to work in a complex environment with multiple tasks, work well with colleagues, short deadlines and intense pressure to perform

Company Overview:

Palladium is a global leader in the design, development and delivery of Positive Impact – the intentional creation of enduring social and economic value.  We work with governments, businesses, and investors to solve the world’s most pressing challenges. With a team of more than 3,000 employees operating in 90 plus countries and a global network of over 35,000 experts, we help improve economies, societies and, most importantly, people’s lives.

Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.

Method Of Application

Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or for any other circumstance, please email our team at accessibility@thepalladiumgroup.com and we will be in touch to discuss.

We define Safeguarding as “the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm”. We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse.  All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process.