Executive Assistant to the Director at Greenpeace Africa

Location: Johannesburg with regular national and international travel
Last Date: May 28, 2010

Greenpeace Africa is looking for an Executive Assistant to the Director

EXECUTIVE ASSISTANT – GREENPEACE AFRICA

POSITION: Executive Assistant to the Executive Director
LOCATION: Johannesburg with regular national and international travel
REPORTS TO: Executive Director, Greenpeace Africa

JOB RESPONSIBILITIES

Assistant to Executive Director – 70% of time:

Communications:
• Help the ED write or commission accounts or brief papers for internal and external audience about GP Africa’s work by reading, summarizing and drafting responses as directed by the ED.
• Promote knowledge sharing from GP Africa campaign locations as a way to create and maintain a strong GP Africa identity across the three offices.
• Help disseminate information about the organization's knowledge sharing program to internal and external audiences which will include task such translation, minute taking, summarizing, drafting and editing etc.
• Help with translations of documents
Administration
• Help the ED with tracking reports from the senior management team
• Develop and maintain an office management system including filing of papers
• Create, maintain and update a non-media contacts database
• Manage the ED’s appointments
• Manage travel and accounts for the ED
• Assist the ED with immigration/visa and other administrative work

Governance
• Assist the ED in identifying and developing appropriate and effective governance structures for partnerships, and other entities being established by the GP Africa.
• Organise board meetings and follow up on board decisions and undertake the full range of activities including managing forward plans, scheduling meetings, setting deadlines, preparing accurate agendas, reports, minutes of meetings and action sheets, notifying and monitoring actions arising and decisions from meetings within set time frames.
• Follow up on Governance compliance requirements in the different offices locations.


Liaison
• Liaison with the senior management team
• Liaison with senior staff, heads of campaigns in all GP Africa locations to ensure regular and sustained flow of communication between ED and offices
• Help in the liaison with the Chair of Greenpeace Africa Board

Programme Development
• Assist ED in the development of new ideas through background research, generating options etc.
• Support the development of relationships and strategies with existing and new partners working in areas directly related to GP Africa’s strategic objective

Perform other duties or projects as requested or assigned by the Executive Director


Responsibilities as Campaign assistant to the ED: 20% of time:

• Keep track of whereabouts of campaigners
• Audio-visual support (scanning, duplicating photos & videos)
• Research (internet, some fieldwork)
• Ordering reports or publications
• Follow up reactions of the public on campaigns with public involvement (i.e. GMO network)
• Assisting in organizing press conferences in coordination with the Communication Director
• Involvement in preparation of a public phase in a campaign


Responsibilities as Organisational Development assistant: 10% of time:

• Assist the ED with networking with GP International
• Assist the ED with HR and administrative queries
• Assist the ED with the development of the organisational development
• Assist the ED with queries from the rest of the organisation


If you feel that you have what it takes to make a difference, please send your letter of motivation and most recent curriculum vitae to recruitment.africa@greenpeace.org not later than May 28th 2010.