Executive Assistant NGO Job ACT

NGO Jobs. Act Change Transform Jobs

Main Responsibilities :

The Executive assistant will perform the following services and deliver:

Stakeholder Engagement Strategy and Contact Matrix (Due Month 1)

• Conduct stakeholder mapping and engagement across African governments, multilateral bodies, philanthropic actors, and technical agencies.
• Draft compelling communications materials (e.g., talking points, presentations, reports) for use in high-level engagements and partner outreach.
• Staff the CEO in high level engagements during Programme, Fundraising, networking and Sector leaders Engagements.

Concept Notes and Policy Briefs for targeted convenings. Partnership, fundraising and stakeholder (Due Monthly)

• Develop concept notes, briefing documents, and policy narratives to position Kenyan CSOs leadership in PBCT, DGHR and SNRM system strengthening through innovative programming and financing.
• Conduct fiscal and macroeconomic analysis to inform the design of innovative funding mechanisms and assess the enabling environment for programme funding. This includes analyzing development
• financing sustainability, public investment trends, private sector partnerships and collaboration, and macroeconomic risks relevant to project preparation and fundraising strategies.
• Briefing and engagement materials tailored for key policymakers and sector leaders to ensure alignment and clarity during fundraising and partnerships-related events (as needed).
• Identify and support participation in key regional, national and global convenings, including (but not limited to) the KDCWG, DSWG, Devolution Conference, PBCT Convenings, Climate and Environment Convenings, Democracy and Human Rights Convenings, African Union CSOs Summits, and the African Development Bank Annual CSOs Convenings, etc.
• Analytical Report summarizing global and local examples of innovative financing in ENRM, DGHR & PBCT.

Research and document case studies from within Africa on funding-for-development, swaps, pooled funding models, and climate financing synergies.

• Operational Framework for Act Change Transform – aligned development project preparation platforms and Synthesis Report.
• Engage with partners to co-design and operationalize project preparation facilities and technical assistance platforms that support the structuring and fundraising for bankable, investment-ready development projects.
• Draft Synthesis report with summary of key engagement outcomes, opportunities, and strategic recommendations for implementation by the Act! leadership team.

Administrative Function

• Provide day-to-day support to the CEO by managing executive communications, stakeholder correspondence and internal coordination.
• Oversee special projects and initiatives assigned to the CEO.
• Maintain oversight of critical deadlines ensuring accountability across executive level tasks.
• Develop systems for tracking executive level commitments and deliverables.
• Collate action points from all executive engagements and liaise with members of the executive management for execution.
• Support preparation of high-level presentations, reports, board briefs and leadership meeting materials.
• In liaison with the Platform Managers, Human Resource & Finance, maintain an accurate calendar of CEO engagements, proactively managing schedules and related logistics.
• Support planning and execution of internal events, executive offsites and leadership engagements.
• Conduct research and compile background briefs and intelligence ahead of strategic meetings with various external stakeholders in collaboration with the Senior

Qualification, Experience and Skills:

Academic Qualifications

• Bachelor’s degree in Business, Communication, or a related field.

Experience

• At least 5 years of experience in a fast-paced, dynamic and deadline-driven environment, demonstrating the ability to thrive under pressure and adapt quickly to changing priorities.

Essential Skills

• Strong written and verbal communication skills, including the ability to prepare professional reports Excellent organizational, multitasking, and attention-to-detail skills.
• Demonstrated discretion in handling sensitive and confidential information.
• Adaptable and quick to learn new responsibilities with training and mentorship.
• Strong interpersonal skills for interacting across organizational levels.
• Proficient in Microsoft Office Suite and collaboration tools (Teams, SharePoint, Trello, Asana).

How to Apply

If you meet the requirements as described above, please submit the following: (1). a detailed CV with current references and their day contacts; (2). cover letter demonstrating why you qualify for the position, quoting your current/last gross monthly salary and expectation. Only applicants who meet the requirements should submit their application electronically via hr.admin@act.or.ke quoting the reference number ACT-EA/3/2025 and Position on the e-mail subject line. Only shortlisted candidates will be contacted.