Care Highway International Executive Assistant

Job Description

Care Highway International Volunteer Virtual Office and Overseas Staff Manager

UK/US/International - Home-based. (Spain-Barcelona) Home or Office Based

1. Main purpose of the job:

To provide Virtual Office Management and Overseas Staff Management, support to the CHI Director and the Executive Board, Support, Manage and Mentor CHI Kenya Project Senior Staff. Liaise with Spanish, US and Kenya Committees. Grant writing and maintaining good relations with all international stake holders. The role is a volunteering opportunity for a person interested in international development - a stipend of 500 Euros per month is available for the right candidate. The role is envisaged as part-time and will require a minimum of 15 hours per week normal office hours Mon - Friday - and a minimum 1 year commitment is required. The role can be home-based but the candidate must have access to the internet and a laptop. The candidate should have experience in Personnel Management, Report Writing, Book-Keeping, MS Office Suite software, knowledge of MS Sharepoint, Social Media and Website Content Management. English fluency reading and writing essential.

2.Main relationships:

Director, Executive Board, Regulatory Authorities, Funding Organisations, Spanish Committee, Kenya Project Supervisor, Kenya Finance Officer, Kenya Community Committees, Kenyan Government Ministries, Partner Organisations and International Committees.

Direct contacts:

• Regulatory Authorities, International Committees, Executive Board Strategy Group.

• Staff throughout the partner organizations both nationally and internationally.

• Relevant staff and contacts in voluntary, community groups and commercial organizations involved in supporting Care Highway’s work.

• Officers of government departments and national organizations.

• Funding organizations and individual / group donors and sponsors.

3. Brief description of organisation

Care Highway is a non-governmental organization that works with human rights on a practical level and not with issues concerning governments, political factions, ideologies, economic interests, or religious creeds. Care Highway has charitable status in the UK, US, Spain and Kenya. Currently in Kenya Care Highway supports a Children’s Home and a Pre School in Kenya.

4,Scope of the job

Provide executive assistance to the CHI Director, Executive Board and Coordinate the Spanish Committee. 30%

Manage Senior Staff on Kenya Projects. 70%



5. Duties and responsibilities

A. Provide executive assistance to the CHI Director, Executive Board and Coordinate the

Spanish CHI Committee. 50%



Duties as specified by the Executive Board.

Schedule meetings, including sourcing venues and coordinating across a range of busy diaries, prioritising requirements as necessary.

Set personal targets in consultation with the Director and the Executive Board.

Provide a fortnightly advanced timetable of your workload and detailed monthly reports.

Collect data and reports for use in an annual report.

Support and suggest ideas to increase hits on the CHI Website and Social Media.

Provide direct support through research and drafting, formatting in line with CHI style,

proofreading of papers, briefs, presentations and other documentation, both internal and external to the organization.

Monitor key tasks for the Director / Executive Board, supporting these and diarising time to accomplish them.

Monitor and arrange regular internal and external meetings including governance meetings diarising in advance across all attendees.

Coordinate and administrate the range of governance meetings, from board to committee level, including collation and timely distribution of papers, sourcing venues, taking clear concise minutes and following up as necessary.

Manage both incoming and outgoing correspondence (electronic and paper), draft

and send all correspondence to a high standard and in accordance with CHI information dissemination standards.

Booking travel arrangements and making itineraries for CHI Director, Executive Board and International Committee Members.

Source initiatives and grants for fundraising and support the fundraising efforts of CHI Members nationally and internationally.

Providing financial probity for the Spanish Committee ensuring that all regulatory financial deadlines are met.

Ensure that all financial details can be prepared in accordance with the requirements

of the various grant makers.

Volunteer recruitment and management.

B. Supporting Senior Kenya Staff. 50%

• Schedule regular SKYPE meetings and be in constant email correspondence with the Project Supervisor.

• Demonstrate detailed knowledge of the CHI employee Handbook and all policies and procedures therein as pertaining to both your own employment and that of all staff and volunteers in Kenya.

• Demonstrate detailed knowledge of CHI Safeguarding Children and Young Adult policies and procedures.

• Support planning and coordination of CHI Medical Expeditions working closely with the Expedition Leaders, Director, Executive Board, Kenya Project Supervisor and the relevant Kenyan Ministries.

• Administrative support to the Project Supervisor including creating the project documentation, maintaining and updating the databases.

• Ensuring timely receipt of all project monthly budgets, and adherence to CHI Purchasing Policy.

• Ensure that correct Kenyan Banking and HR / Payroll procedures are followed.

• Conduct appraisals and supervision with the Project Supervisor.

• Discuss, implement and measure the outcome of the agreed Project Supervisors quarterly goals and targets with the Director and the Executive Board.

• Support the Project Supervisor to achieve all targets by the agreed deadlines.

• Maintain frequent correspondence and communication with relevant staff across CHI and across the partner organizations, coordinating actions and supporting the communications strategy.

• Demonstrating and measuring service provision outcomes.

• Ensuring best value and protecting the Sponsor’s and Donor’s funds.

General responsibilities:

• To respect the unique contribution of every individual and work positively in a diverse environment.

• To undertake any other appropriate duties as required for the effective operation of the Spanish Committee, CHI projects and the wider organization.

• Take advantage of opportunities to work with volunteers and/or attend events which CHI has arranged or is contributing to.

• Be prepared from time to time to attend CHI AGM’s in different countries, some of which may be during evenings or weekends.

• Release of Executive Board authorized Donor’s Funds to the Kenyan Project by the due date.

• Responsibility for your own professional development.

 

Requirements - Essential (E) Desirable (D)

Experience:

Proven experience of providing personal assistance and administrative support to a senior role. (E)

Experience of working effectively without close supervision, using own initiative and dealing with problems as they arise. (E)

Experience of managing own workload effectively and planning and organising work to meet deadlines. (E)

Experience of handling a wide range of enquiries and an excellent telephone manner. (E)

Experience of taking and writing minutes. (E)

Experience of generating materials to support a communications and marketing plan. (D)

Experience of overseeing and coordinating business processes within a small business environment. (E)

Experience of drafting/writing and negotiating Service Level Agreements. (D)

Practical experience of setting up and maintaining effective and efficient workflow and administrative systems. (E)

Certificates: Full Driving Licence, First Aid Certificate (D)

Skills, Abilities, Competencies:

A highly organised and thorough approach to work and with ability to manage a heavy workload and competing priorities, working to dead-lines and paying attention to detail (D)

Ability to see projects through from start to finish with guidance.(E)

Able to develop positive working relationships with a range of people internally and externally. (E)

Experience of using Microsoft Office packages, particularly Word, Excel, PowerPoint and Access Database (E)

Excellent Microsoft Office skills with the ability to draft own correspondence to a high standard. (E)

Ability to manage a heavy workload and prioritise at times conflicting priorities as well as tracking progress on a wide range of tasks. (E)

A commitment to team working with flexibility and a willingness to undertake varied responsibilities as part of a close-knit team. (E)

Ability to communicate effectively, both orally and in writing to a wide range of people and organisations in English & Spanish. (E)

Sensitive and flexible approach to working with colleagues and volunteers. (D)

Knowledge & Understanding :

Knowledge of office management protocol and legislation. (D)

Knowledge of small business and NGO governance functions such as statutory bookkeeping, Charity regulatory body requirements, and Tax, HR laws in Europe, UK & Kenya. (E)

Knowledge of the voluntary sector national and internationally. (D)

Good understanding of project management principles. (D)

Understanding of Children & Young Adults and Vulnerable Adults Safeguarding Principles and Practice. (E)

Education / Training:

Bachelor Degree. (E)

Master’s Degree (D)

Professional Qualifications: Management. Accountancy. (D)

Essential Qualities

An understanding / willingness to develop an understanding of International Development issues. (E)

Empathy with the aims, goals and values of the organisation, and a commitment to support delivery to meet these. (E)

Commitment to working within the principles of equal opportunities. (E)