• Coordinates the Partnerships team calendars, providing reminders to teams related to tasks, appointments, and other scheduled matters;
• Ensures that the CPO is aware of and appropriately engaged with all scheduled responsibilities and activities;
• Organizes travel, including reserving plane tickets, ground transportation, hotels, and putting together itineraries for the partnership team;
• Supports onboarding processes for new members of the Partnerships team and/or partners;
• Coordinates Partnerships meetings, ensuring timely scheduling, that facilitators are identified, agendas are prepared, minutes are kept, and follow-ups tracked.
Knowledge Management and Record Keeping
• Co-creates and maintains an efficient knowledge management system that is highly functional in the day-to-day and readily accessible (both hard-copy and electronic) and which ensures alignment and coordination across the department.;
• Follows and keeps updated core team documents including work plans, RACIs, KPIs, and other tools;
• Acts as the central knowledge management focal point for the Partnerships Team; Ensures departmental record-keeping; Enters information into platform Salesforce.
Quarterly and Annual Reporting
• Supports outreach and follow-up for the ongoing tracking of Partnerships Team KPIs and related materials;
• Ensures that Monthly, Quarterly, and Annual KPI documents are submitted on time with appropriate record-keeping.
Communications, Partnership and Outreach
• In relation to Partnerships meetings with external visitors, partners and Tostan sister organizations, responds to requests for materials;
• Prepares follow-up communications;
• Works with the Partnerships Advisor to coordinate, prepare, plan and deliver donor trips in close collaboration with the logistics team.
• Supports with verbal and written translation when requested by a member of the Partnerships team
This list is not exhaustive, the Partnerships Administrative Assistant will be called upon to perform any other duties that may be assigned to him in connection with his skills or position.
Key relationships:
Direct line Manager: Partnerships Officer
Supports: Chief Program Officer and Partnerships Team
Localisation: Thies, Senegal
Key qualifications required:
Education:
• Bachelor’s Degree required;
• Liberal arts or similar advanced degree in relevant discipline preferred.
Language skills:
• Fluency in French (oral and written) is required;
• Fluency in English (oral and written) is required (C1 level).
Knowledge and Experience:
• Administrative and organizational skills;
• 3 years of administrative assistant experience, preferably in a non-profit organization;
• Strong track record of building systems for administrative support;
• Knowledge of Gmail, Google Groups, Google Documents, Google Calendars, and other relevant software;
• Working knowledge of Microsoft Office (Outlook, Word, Excel, and PowerPoint), and Adobe Acrobat.
Soft skills (characteristics)
• Enjoy working within a small NGO environment that is mission-driven.
Type of contract: local contract
Start date: October 2023
Our team is made up of people who strongly believe in Tostan’s mission to empower communities to develop and realize their vision for the future and inspire large-scale movements towards dignity for all
Vision
Dignity for all
Mission
Empower communities to develop and realize their vision for the future and inspire large-scale movements towards dignity for all.
Values
Love-integrity, respect and humility - learning and innovation - sustainability -partnerships and dialogue - passion and proud in our work
How to apply
Send your resume, cover letter, and scans of your diploma and certificate of education and training by email to hr@tostan.org.
Please send an email with " PSAA Sept 2023 " quoted in the subject line. We will accept applications until 20th September 2023. Incomplete applications will not be considered.
Tostan is an equal opportunity employer. We evaluate all applications in accordance with legal standards and without regard to race, religion, age, gender, origin or disability.
Job Email id: hr(at)tostan.org