Executive Assistant to the Head of FinKap Mission to Zambia

Job description

FINKAP is a global provider of expertise that works to improve the lives of people affected by crises and strengthen the capacity of institutions to prevent and respond to conflict, climate-related challenges and other humanitarian and development needs.

FINKAP works with governments, international organisations, regional institutions and other partners by providing specialised expertise and supporting institutions to develop more effective, inclusive and sustainable responses to complex challenges. Its work spans humanitarian action, peace and conflict, climate resilience, governance and other areas where specialist knowledge can contribute to better outcomes for vulnerable populations and communities.

Through its experts and partnerships, FINKAP supports stronger institutions, promotes effective international cooperation and contributes to efforts aimed at building peaceful, resilient and inclusive societies.

POSITION SUMMARY

FINKAP is seeking a highly organised, proactive and discreet Executive Assistant to the Head of FINKAP Mission to Zambia to provide high-level administrative, coordination and operational support to the Head of Mission.

The Executive Assistant will serve as a key point of coordination within the Mission, supporting the Head of Mission in managing priorities, schedules, correspondence, meetings, documentation, stakeholder engagements and follow-up actions. The position requires excellent organisational skills, sound judgement, strong communication abilities and the capacity to handle confidential information with professionalism.

The successful candidate will work closely with FINKAP colleagues, partners, government institutions, development and humanitarian actors, and other relevant stakeholders to ensure the effective functioning of the Mission and the smooth implementation of its activities.

KEY RESPONSIBILITIES

1. Executive and Administrative Support

Provide comprehensive administrative and organisational support to the Head of Mission.

Manage and coordinate the Head of Mission’s calendar, appointments, meetings and engagements.

Prepare schedules, briefing materials, agendas, talking points and other documents as required.

Screen, organise and follow up on correspondence and requests addressed to the Head of Mission.

Maintain an effective filing and document management system for Mission-related records.

Prepare minutes, action points and follow-up trackers from meetings.

Ensure that agreed actions and commitments are followed up in a timely manner.

2. Coordination and Stakeholder Engagement

Support the Head of Mission in coordinating engagements with government ministries, development partners, UN agencies, international organisations, civil society organisations and other stakeholders.

Assist in organising official meetings, workshops, missions, conferences and other events.

Liaise with internal and external stakeholders on behalf of the Head of Mission, where appropriate.

Maintain up-to-date contact lists and stakeholder information.

Support the preparation and coordination of official visits and missions.

3. Communication and Correspondence

Draft, format and proofread official letters, emails, memoranda, briefing notes, reports and other correspondence.

Ensure that communication from the Office of the Head of Mission is clear, accurate, professional and appropriately coordinated.

Maintain confidentiality of sensitive correspondence and information.

Support the preparation of presentations and other communication materials.

4. Meeting and Event Management

Coordinate logistics for meetings chaired or attended by the Head of Mission.

Prepare meeting rooms, agendas, participant lists and relevant documentation.

Take accurate minutes and maintain action-point registers.

Coordinate with relevant colleagues and partners to ensure timely completion of agreed actions.

Support the organisation of high-level events, workshops and official engagements.

5. Mission Operations Support

Provide administrative support for travel arrangements, missions and official visits.

Assist with travel documentation, itineraries, accommodation and logistical arrangements.

Support the preparation and processing of administrative and financial documentation in accordance with organisational procedures.

Coordinate with relevant administrative, finance, procurement and programme colleagues as necessary.

6. Information and Document Management

Maintain organised electronic and physical records for the Office of the Head of Mission.

Ensure appropriate storage, retrieval and circulation of official documents.

Track deadlines, submissions, correspondence and pending actions.

Support the preparation of periodic administrative and operational updates.

7. Other Responsibilities

Undertake research and provide information to support the Head of Mission’s engagements and decision-making.

Assist with the preparation of reports, concept notes, briefing papers and other programme-related documents.

Represent the Office of the Head of Mission in routine coordination matters when delegated.

Perform other duties relevant to the effective functioning of the Mission as assigned.

REQUIRED QUALIFICATIONS AND EXPERIENCE

A Bachelor’s degree in Business Administration, Public Administration, International Relations, Political Science, Development Studies, Management, or a related field.

At least 3–5 years of relevant professional experience in executive assistance, administration, programme support, office management, international development, humanitarian affairs or a related field.

Demonstrated experience providing administrative or executive support to senior management.

Experience working with international organisations, government institutions, NGOs, development partners or diplomatic missions is an advantage.

Excellent written and spoken English.

Strong computer literacy, including proficiency in Microsoft Office applications such as Word, Excel, PowerPoint and Outlook.

Experience managing calendars, meetings, correspondence and official documentation.

Strong organisational and time-management skills.

CORE COMPETENCIES

The successful candidate should demonstrate:

Excellent organisational skills and attention to detail.

Professionalism and discretion, particularly when handling confidential information.

Strong communication and interpersonal skills.

Ability to work independently while maintaining effective teamwork.

Ability to manage multiple priorities and meet tight deadlines.

Strong drafting, proofreading and editing skills.

Sound judgement and problem-solving ability.

Ability to interact confidently and professionally with senior officials and diverse stakeholders.

Flexibility and willingness to work in a dynamic international environment.

High levels of integrity, reliability and accountability.

DESIRABLE ATTRIBUTES

Preference may be given to candidates who have:

Experience working with the United Nations, African Union, government, international NGOs or development partners.

Knowledge of Zambia’s governance, humanitarian, peacebuilding and development landscape.

Experience supporting senior officials in an international or diplomatic environment.

Experience organising high-level meetings, missions, conferences and stakeholder engagements.

Knowledge of programme coordination and reporting processes.

WHAT WE OFFER

The successful candidate will have the opportunity to work within an international organisation and contribute to FINKAP’s efforts to strengthen institutional capacity and support effective responses to complex humanitarian, development and peacebuilding challenges in Zambia and beyond.

HOW TO APPLY

Interested and qualified candidates should submit:

A detailed Curriculum Vitae (CV);

A cover letter outlining their suitability for the position;

Copies of relevant academic and professional qualifications; and

Contact details for at least two professional referees.

Applications should be submitted through cvpromaxzambia@gmail.com. Kindly note that applications will be reviewed on a rolling basis.

Only shortlisted candidates will be contacted.

FINKAP is committed to diversity, inclusion and equal opportunity and encourages qualified candidates from diverse backgrounds to apply.