Executive Assistant- Program/Administrative Support

Local Position
  • Local Position
  • September 26, 2023

Feed the Children

Executive Assistant- Program/Administrative Support

Job Summary

The Executive Assistant- Program/Admin Support will work under the supervision of the Malawi Country Representative providing logistical, administrative services and project management support to the day-to-day operations of the FEED International operations team. The job implies frequent interaction with other institutional units, staff in other locations (locally and internationally), Government officials, consultants, and external organizations.

Responsibilities & Accountabilities


  • Provide ongoing administrative support to the Country Representative, including management of calendars, travel arrangements, processing of expense reports, management of contacts, and all other logistical activities.
  • Assist in preparation and logistical planning for various events such as visits by high level FEED visitors, conferences, seminars and workshops.
  • Aid in formatting and editing large documents, compose and prepare confidential correspondence conforming to FEED standards.
  • Assist in the preparation of agendas and capturing of minutes for meetings, as requested.
  • Manage the Malawi Country Office SharePoint site and KPI dashboard, ensuring it is updated accordingly.
  • Assist with the recording and storage of information in accordance with FEED records management policies and procedures.

Project Management

  • Manage department projects such as maintenance of SharePoint sites, Teams sites, dashboards, status reports and other key documents on a pre-determined cadence.
  • Assist the Country Representative in preparing for Advisory Board, and Senior Leadership Meetings.
  • Conduct research, prepare analytical reports, presentations, communications, and any other items required.
  • Serve as a liaison and key support role to the various teams, the CR, and FEED International Operations staff to ensure the delivery of relevant information, adherence to strategic initiatives and timelines, reporting, project completion, and issue resolution.
  • Prioritize and follow up on projects, issues, and concerns to the CR, including those of a sensitive or confidential nature, and propose appropriate course of action.


  • Support the CR by serving as a gatekeeper to manage information flow and exchange ensuring effective communication occurs across key stakeholder groups and involve the CR when appropriate.
  • Review, manage, and evaluate internal and external communications in confidence to identify items requiring priority attention; assist with CR communications as requested.
  • Assist with the recording and storage of information in accordance with FEED records management policies and procedures.

Commitment to Excellence

  • Establish an environment of high performance and continuous improvement that values learning a commitment to quality, welcomes and encourages collaboration, and fosters both intra and inter-departmental dialogue and respect.
  • Model the type and level of behavior, professionalism, and leadership that is in accordance with the organization’s values and representative of the office of the CR.

Required Qualifications & Skills

  • Bachelor’s degree in Business Administration/Management, Communication or its equivalent
  • At least 5 years’ experience in similar position preferably with a non-profit organization.
  • 4 years’ experience of managing and scheduling international travel.
  • Demonstrated advanced knowledge and experience working with office applications (MS Outlook, MS Excel, MS PowerPoint, MS Word, MS Teams, SharePoint).
  • Demonstrated knowledge of own department’s programs and policies.
  • Excellent oral and communication skills.
  • Strong analytical and organizational skills.
  • Ability to work independently.

How to apply

If you meet the above requirements, click on the link below to apply.


To apply for this job please visit forms.office.com.

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