We particularly encourage applications from women as they are currently under-represented within MSION at the management level.

About MSION

Marie Stopes International Organisation Nigeria (MSION) is a result-oriented Social enterprise, which uses modern management and marketing techniques to provide reproductive health care and allied services. MSION’s goal is to meet the needs of underserved Nigerians and dramatically improve access and use of a range of reproductive health services.

MSION is part of Marie Stopes International’s Global Partnership which in 37 countries worldwide.  

The core responsibility of this post is to use your:

￭ initiative        ￭ energy          ￭ persistence               ￭ results orientation

￭ drive             ￭ integrity         ￭ enthusiasm               ￭ commitment to personal development           

To further MSI’s partnership mission: enabling individuals to have children by choice not chance 

The Executive assistant to the CD is responsible to provide efficient day to day secretarial and administrative support to the Country Director. The role holder is responsible to handle all secretarial duties including making appointments, travel, and accommodation arrangement e.g., visa application, flight and hotel reservations, arrange and co-ordinate business schedule/events and social functions for the smooth running of the Country Director’s office and other Support Office Administrative functions through the provision of high-level administrative support.

Key Responsibilities

• Provide a full range of confidential administrative and secretarial services to the Country Director: Prepare meeting papers and agendas for meetings that they are attending, as well as for the meetings they are hosting/chairing. Track actions and progress of actions for the Senior Management Team meetings, complete research and compile presentations as required. Liaise with HR for candidate background documents for Book meetings rooms, conference lines and catering as required.
• Work with the relevant units to manage CD’s interface with internal and external parties/stakeholders: Plan team meetings with the CD, including but not limited to, offsite room bookings, travel, accommodation, scheduling, presentations, IT equipment, invitations, catering, and team building Organise other meetings led by the CD.
• Communications: Liaise with Communications unit to send emails to groups within MSION as required, ensure that email distribution groups are up to date and work with the distribution group owners to inform them of changes that need to be made. Create communication templates and send emails on behalf of the CD. Handle enquiries, filter and respond to e-mails and messages on behalf of the CD, aligning them with priorities and draft documents as
• Travel: Handle logistics such as booking local and international travel, airport transfers, accommodation; Obtain Trip IDs for flight Prepare travel pack to include meeting materials and country background documents, set up audio/video conference calls, ensure appropriate meeting space, prepare and format presentations; organise meeting schedules with internal and external contacts.
• New Starters: Organise meetings for inductions for new CD’s Direct Line
• Raise Payment Request: Raise and manage the approval process for payment request for the CD. Liaise with Programme Officers regarding the appropriate coding and work with the HR and Procurement team to ensure Consultant and Supplier invoices are paid in a timely fashion and in accordance with our payment terms and terms of
• Expenses: Complete retirements and submit expenses in a timely manner for the
• Filing systems: Develop and maintain efficient filing systems in Windows and Outlook, including address lists, and hard copy
• Organisational Chart: On a monthly basis check on any staff movements or updates and amend on the CD’s copy of the Organisational Chart and Also produce a PDF copy to share with others who may require same.
• IT Support: Liaise with Service desk to resolve issues as they
• Other Support Services: Take on other responsibilities as may be assigned by the Country

Personal Attributes

• Proactive; ability to work on one’s own and as an integral part of a team; problem
• Good time management, driven to get job done & proactive in identifying & highlighting urgent issues.
• Matured, motivated and able to work independently.
• Confident and
• Analytical focus – strong detail orientation and
• Ability to develop and manage relationships with internal and external stakeholders; sensitive to a multicultural environment and the communications needs that accompany
• Demonstrates all MSI values and

Safeguarding is a way of working that promotes the safety and welfare of people involved in the delivery or the receipt of humanitarian or development assistance, protecting them from harm, including all forms of exploitation, abuse and harassment. At MSION, we recognise that in the delivery of sexual reproductive health services in clinics, outreach or in the community, providers and support staff will encounter individuals who may be at risk of harm. All Employees of MSION should all be committed to actively preventing and minimising the likelihood of harm to clients and promoting a culture where abuse of any kind is not tolerated and is dealt with promptly if it does occur.

Qualifications

• A good university degree, administration, management, legal, arts or social sciences.
• At least 5 years of relevant working experience as a Senior Secretary with minimum 2 years as Personal Assistant to a Country Director, CEO or Director.
• An MBA or equivalent Masters’ degree will be considered an added advantage
• Professional qualifications and affiliations will be considered an added advantage
• Minimum of 4 years’ experience in related role

Experience (Essential)

• Significant experience working in an Executive Assistant, Administrative Support or equivalent role (at a similar level).
• Understanding of the requirements and implications of working with Senior
• Used to handling highly confidential
• Demonstrated Organisational and co-ordination skills with experience working in a busy environment and juggling fluctuating
• Demonstrated experience of initiating and maintaining support systems in an office

Skills (Desirable)

• Excellent verbal and written communication skills; fluent in
• Highly advanced knowledge of the Microsoft Office suite and database
• Excellent administration and secretarial
• Able to organise large scale
• Strong written and editing
• Strong communication skills – both written and
• Ability to manage a high-level workload and meet tight