Background

The African Institute for Development Policy (AFIDEP) is a regional non-profit research and policy Institute established in 2010 to help bridge the gaps between research, policy and practice in development efforts in Africa. Our primary purpose is to contribute to sustainable development through the use of evidence and advocacy to strengthen political commitment and resource allocation for development issues; informing the design and implementation of effective interventions; and strengthening governance and accountability structures for tracking development challenges in Africa. For further details about AFIDEP and its work, please refer to www.afidep.org.

Location: Malawi Office

AFIDEP seeks to recruit a highly capable Executive Assistant to serve as a strategic partner to the Executive Director. The role is responsible for ensuring the smooth, efficient, and well-coordinated functioning of the Executive Director’s Office, enabling effective leadership, decision-making, and institutional performance.

The Executive Assistant will manage executive priorities, coordinate high-level engagements, support governance and senior management processes, and ensure timely flow of information across the organisation.

Key Responsibilities

• Strategically manage the Executive Director’s schedule, correspondence, meetings, and travel to optimise time and institutional priorities.
• Act as a central coordination point for the Executive Director’s Office, ensuring follow-through on delegated actions and strategic commitments.
• Prepare, review, and manage confidential briefs, reports, presentations, and correspondence for the Executive Director.
• Coordinate Senior Management Team (SMT) meetings, including agenda setting, documentation, minute-taking, and tracking of strategic action points.
• Provide governance support to the Board of Directors, including coordination of meetings, documentation, minutes, and follow-up on action points.
• Support the Executive Director’s internal and external engagements through high-quality communications and briefing materials.
• Support the Resource Mobilization Manager in coordinating resource mobilization efforts
• Maintain robust information management systems for executive and governance records.
• Uphold the highest standards of confidentiality, professionalism, and stakeholder management.
• Provide limited office and administrative support as required to ensure seamless executive operations.

Qualifications and Experience

• Master’s degree in Business Administration, Communications, Strategic Management, Project Management, or a related field.
• At least five (5) years’ experience supporting senior executives in complex, fast-paced environments.
• Strong strategic coordination, writing, reporting, and organisational skills.
• Excellent judgment, time management, communication, and travel coordination skills.
• Proven ability to manage competing priorities and anticipate executive needs.
• Experience working in multicultural and multi-stakeholder environments.

Core Competencies

• High integrity, discretion, and professionalism.
• Strategic thinking with strong attention to detail.
• Proactive, adaptable, and solutions oriented.
• Strong interpersonal and stakeholder engagement skills.

• Strategically manage the Executive Director’s schedule, correspondence, meetings, and travel to optimise time and institutional priorities.
• Act as a central coordination point for the Executive Director’s Office, ensuring follow-through on delegated actions and strategic commitments.
• Prepare, review, and manage confidential briefs, reports, presentations, and correspondence for the Executive Director.
• Coordinate Senior Management Team (SMT) meetings, including agenda setting, documentation, minute-taking, and tracking of strategic action points.
• Provide governance support to the Board of Directors, including coordination of meetings, documentation, minutes, and follow-up on action points.
• Support the Executive Director’s internal and external engagements through high-quality communications and briefing materials.
• Support the Resource Mobilization Manager in coordinating resource mobilization efforts
• Maintain robust information management systems for executive and governance records.
• Uphold the highest standards of confidentiality, professionalism, and stakeholder management.
• Provide limited office and administrative support as required to ensure seamless executive operations.

• Strong strategic coordination skills
• Strong writing skills
• Strong reporting skills
• Strong organisational skills
• Excellent judgment
• Excellent time management skills
• Excellent communication skills
• Excellent travel coordination skills
• Proven ability to manage competing priorities
• Proven ability to anticipate executive needs
• Experience working in multicultural environments
• Experience working in multi-stakeholder environments

• Master’s degree in Business Administration, Communications, Strategic Management, Project Management, or a related field.
• At least five (5) years’ experience supporting senior executives in complex, fast-paced environments.
• High integrity, discretion, and professionalism.
• Strategic thinking with strong attention to detail.
• Proactive, adaptable, and solutions oriented.
• Strong interpersonal and stakeholder engagement skills.