Cliquez ici pour consulter la description complète du poste en français

JOB TITLE: EXECUTIVE ASSISTANT
DEPARTMENT: EXECUTIVE MANAGEMENT
SUPERVISOR: COUNTRY REPRESENTATIVE
PROPOSED ORGANIZATIONAL LEVEL: PROFESSIONAL
PROPOSED CAREER LEVEL: S4
Only candidates authorized to legally work in Cameroon will be considered.
Applicant CVs must be submitted in French and English

JOB SUMMARY

Population Services International Cameroon is the local branch of Population Services International (PSI), the world’s leading non-profit social marketing organization.

In Cameroon, PSI works alongside MINSANTE to improve the quality of life of vulnerable populations by making health products and services accessible and available, and by taking action in the fields of sexual and reproductive health, malaria prevention and treatment, child survival, HIV/AIDS prevention, prevention of non-communicable diseases and public health event management.

Under the direct supervision of the Country Representative, the Executive Assistant is responsible for organizing and coordinating a time and information management system at Country Representative level, rigorously running the Country Representative’s secretariat efficiently to help achieve the strategic objectives of the PSI Cameroon platform.

WORKING CONDITIONS

The position is based in Yaoundé.

The incumbent is placed on a salary scale in line with PSI Cameroon’s standards, and benefits from local or international training to strengthen his/her skills, subject to the platform’s financial resources.

Working remotely: No

ESSENTIAL FUNCTIONS

This is not an exhaustive list of all the tasks the incumbent is expected to perform. It is a summary of the main responsibilities and requirements of the position, and the incumbent may be required to perform tasks such as:

COORDINATION (30%)

• Coordination of the activities of the Executive Management Secretariat.

TECHNICAL (30%)

I. ASSISTANCE AND ADMINISTRATIVE SUPPORT

• Assists the Executive Management in carrying out its tasks (making appointments, organizing meetings, receiving visitors, travel, etc.).
• Write notes or correspondence based on oral or handwritten instructions.
• Help to organize (or organize) various meetings and activities as required (conferences, meetings, workshops, etc.)
• Perform secretarial tasks (telephone management, reception, processing and recording of correspondence, drafting of official notes, etc.).
• Receive and distribute e-mail messages.
• Organize management team meetings.
• Provide administrative support to staff as required in the performance of various tasks.
• Supervise schedules.
• Ensure registration and renewal of trademarks at OAPI (Organisation Africaine de la Propriete Intelectuelle).

II. EXECUTIVE COMMUNICATION MANAGEMENT

• Ensure the processing of Executive Management information both locally and with international partners (data entry, distribution, etc.).
• Coordinate with PSI Cameroon’s public relations department the dissemination of information both internally (internal notes, memos, etc.) and externally.

III. RECEPTION MANAGEMENT AND ALL OTHER TASKS

• Supervision of the Receptionist and reception in general.
• Provide a courteous welcome to all visitors and direct them appropriately to the agents visited.
• Carry out all tasks assigned by the hierarchy.

LEADERSHIP (10%)

• Demonstrate and live the values and practices of our funders by applying effective management and leadership principles.
• Ability to develop and communicate a collective vision and inspire others to achieve that vision.

REPRESENTATION (10%)

• Take part in platform meetings (management team, task force, etc.) and contribute to the achievement of the platform’s overall objectives.
• Take part in meetings with donors and partners.

TEAM MANAGEMENT AND COACHING (10%)

• Organize the work of teams and define their objectives.
• Carry out team evaluations, supervise the development of their objectives and provide coaching.
• Supervise and coordinate stakeholder training activities.
• Coach employees according to their specific needs.
• Motivate and retain teams.

REPORTING (10%)

• Produce periodic (monthly, quarterly and annual) activity reports for Executive Management.

QUALIFICATIONS

To perform this job successfully, a person must be able to perform each of the essential functions satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. In most cases, previous work experience may substitute for formal training, and a diploma may substitute for work experience. Acceptable equivalencies will be documented in the Required Experience section.

Only candidates authorized to legally work in Cameroon will be considered.

Educational requirements

• Advanced degree (or international equivalent) BAC + 2/3 in Bilingual Executive Assistant required.

Experience required

• At least 5 years in Executive Assistantship required.

Knowledge, skills and abilities

• Sense of delegation and empowerment of collaborators.
• Sense of planning, organization and personal responsibility.
• Excellent writing skills.
• Rigor and determination in carrying out work.
• Respect for deadlines and schedules.
• Work effectively and collaboratively with colleagues and partners to achieve common goals. Create and maintain principled relationships.
• Ability to maintain working relationships in a multicultural and multiethnic environment while being sensitive and respectful of diversity.
• Mastery of data analysis tools and team management.
• Communicate information and ideas clearly.
• Establish good interpersonal relations with others, appreciating others’ knowledge, roles and differences.
• Promoting and defending the organization’s priorities.
• Respect for hierarchy and instructions.
• Good analytical thinking skills and results-oriented management ability.
• Work effectively and congenially with collaborators with mutual respect.
• Ability to use technology appropriate to the position.
• Good knowledge of Excel, WORD, MS Publisher, PowerPoint, Outlook, Intranet and Internet.
• Knowledge of project management software.

Language Skills

• Fluent in English and French #LI-DNI