Executive Assistant to the Executive Director at Yamba Malawi

THE ORGANIZATION

In Malawi, the word “yamba” translates to “begin,” which embodies the mission of Yamba Malawi: fostering brighter beginnings for the children while creating lasting change within their communities. Established in 2006, Yamba Malawi is a nonprofit organization dedicated to eradicating child poverty in the country. Since 2017, the organization has pioneered the only child-centered ultra-poverty graduation program in Malawi. This transformative initiative has benefited over 1,500 households by providing training, coaching, and essential resources in entrepreneurship, financial literacy, and caregiving. These efforts enable families to address their children’s needs while simultaneously breaking free from the cycle of poverty. In 2023, Yamba Malawi aims to expand its outreach by bringing its programs to five out of the 28 districts in Malawi.

Yamba Malawi is a 501(c)(3) organization with offices in Lilongwe, Malawi and New York, USA. We offer competitive benefits including comprehensive health insurance.

The organization is seeking an Executive Assistant to the Executive Director to contribute their high level of expertise to the organization and the program through the following positions:

Position: Executive Assistant to the Executive Director
Location: Lilongwe, Malawi
Job Category: Full-time
Period: One-year Contract (Renewable)
Reports to: Executive Director
Language(s): English and Chichewa required.

A. THE POSITION DESCRIPTION

The Executive Assistant to the Executive Director is expected to provide high-level administrative support to the Executive Director of the NGO. This position requires exceptional organizational and communication skills, as well as the ability to handle confidential information with discretion. The successful candidate will be responsible for managing the Executive Director’s schedule, coordinating meetings and events, and assisting in various administrative tasks to ensure the smooth operation of the executive office.

B. RESPONSIBILITIES

1. Calendar Management

● Efficiently manage the Executive Director’s calendar, schedule appointments, and
coordinate meetings.
● Prioritize and plan meetings, ensuring that the Executive Director’s time is
optimized.

2. Communication

● Act as a primary point of contact for internal and external stakeholders, screening and directing inquiries appropriately.
● Draft, proofread, and edit correspondence, reports, and presentations for the Executive Director.

3. Travel Coordination

● Arrange travel itineraries, accommodation, and logistics for the Executive Director’s
domestic and international trips.
● Prepare travel expense reports and reconcile expenses in a timely manner.

4. Meeting Coordination

● Plan and coordinate board meetings, executive team meetings, and other special events.
● Prepare and distribute meeting agendas, materials, and minutes as needed.
● Information Management
● Maintain organized and up-to-date electronic and hard-copy filing systems.
● Manage and track documents, contracts, and agreements, ensuring accessibility and
confidentiality.

5. Project Support

● Assist in the execution of special projects and initiatives as assigned by the Executive
Director.
● Conduct research, compile data, and prepare reports as required.

6. Collaboration

● Liaise with other departments within the organization to facilitate effective communication and cooperation.
● Collaborate with other administrative staff to streamline processes.

C. CONFIDENTIALITY

● Handle sensitive information with the utmost confidentiality and discretion.
● Maintain a high level of professionalism and integrity in all interactions.

D. QUALIFICATIONS

● Bachelor’s degree in Business Administration, Communications, or a related field preferred.
● Proven experience as an executive assistant or in a similar administrative role.
● Excellent organizational and multitasking abilities.
● Strong written and verbal communication skills.
● Proficient in Microsoft Office Suite and other relevant software.
● Ability to work independently, take initiative, and anticipate needs.
● Discretion and ability to handle confidential information with sensitivity.

Method Of Application

Applications from qualified candidates, including a CV and a cover letter that justifies the relevance of the candidate’s background and experience to the position should be sent to jobs@yambamalawi.org no later than November 20th, 2023.

Please include “Executive Assistant” in the subject line.