Duties and Responsibilities

Executive Support

Manage the Executive Director’s calendar, appointments, meetings, and official engagements.
Screen and prioritize calls, emails, correspondence, and requests addressed to the Executive Director.
Prepare official letters, memoranda, reports, presentations, proposals, contracts, and other executive documents.
Monitor deadlines, Management instructions, and assigned action items.
Coordinate travel, meetings, and official appointments of the Executive Director.

Board and Management Secretariat

Prepare notices, agendas, attendance sheets, and supporting documents for Board and Management meetings.
Record and prepare accurate minutes of meetings.
Maintain Board resolutions, minutes, policies, and official corporate records.
Monitor and follow up on decisions and action points arising from meetings.

Organizational Coordination

Serve as the administrative liaison between the Executive Director, Board members, staff, donors, partners, and government agencies.
Coordinate official meetings, consultations, trainings, and external engagements.
Ensure that Management instructions and important information are properly communicated to concerned personnel.

Reports and Compliance

Assist in preparing project proposals, donor reports, accomplishment reports, and organizational submissions.
Monitor deadlines for reports, permits, registrations, and compliance documents.
Coordinate the collection of information needed for reports and official submissions.

Records and Confidentiality

Maintain confidential executive, personnel, financial, donor, partner, and organizational records.
Ensure the proper filing and safekeeping of official documents.
Comply with data privacy, child safeguarding, and confidentiality policies.

Other Duties

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