Due Date: October 31, 2026

The African Capacity Building Foundation (ACBF) is seeking a highly driven and results-oriented professional to serve as Executive Assistant (EA) to the Executive Secretary (ES).

The Executive Assistant (EA) serves as the principal operational and coordination anchor of the Executive Secretary, ensuring the seamless execution of the ES’s priorities through exceptional coordination, stakeholder engagement, executive office management, and delivery oversight, while maintaining the highest standards of professionalism, discretion, and efficiency.

Positioned at the centre of the Executive Office, the EA ensures that decisions, commitments, and engagements of the Executive Secretary are efficiently managed and executed.

Duties and responsibilities include the following:

Executive Office Operations & Delivery

  • Coordinate the day-to-day functioning of the Executive Secretary’s Office, ensuring alignment between priorities, schedules, and deliverables.
  • Maintain and optimize the Executive Secretary’s strategic calendar, ensuring effective prioritization based on institutional objectives.
  • Track key decisions, commitments, and deadlines, ensuring timely follow-up across departments and with external stakeholders.
  • Establish and manage efficient workflow systems to enhance responsiveness and productivity.

Strategic Scheduling & Engagement Management

  • Coordinate high-level engagements involving the Executive Secretary with governments, development partners, Board members, and senior stakeholders.
  • Prioritize meetings based on strategic importance and relationship management considerations.
  • Ensure timely preparation of briefing materials, talking points, and background documentation in collaboration with relevant units.
  • Align engagements with institutional priorities and strategic outcomes.

Executive Meetings & Governance Support

  • Plan and coordinate Management meetings, ensuring full logistical and administrative readiness.
  • Prepare structured agendas and documentation flows in collaboration with relevant units.
  • Capture accurate, concise minutes and decisions, and track implementation of agreed actions.
  • Ensure governance processes are efficient, well-documented, and compliant with institutional standards.
  • Support the Executive Board and Board of Governors, if required

Stakeholder Liaison & Representation Support

  • Serve as the primary coordination point between the Executive Secretary and internal and external stakeholders.
  • Manage high-level correspondence, ensuring accuracy, quality, and timeliness.
  • Draft reports, briefs, and communications for the Executive Secretary’s review and signature.
  • Maintain and regularly update a structured stakeholder database.

Travel Planning & Mission Coordination

  • Coordinate international and regional missions of the Executive Secretary.
  • Develop mission programmes in collaboration with relevant units.
  • Ensure alignment of travel with institutional objectives, efficiency, and compliance standards.
  • Oversee mission documentation, including reporting and administrative follow-up.

Information & Workflow Management

  • Manage and prioritize incoming communications, ensuring timely escalation of critical matters.
  • Maintain structured filing systems (electronic and physical) to ensure easy retrieval and confidentiality.
  • Ensure smooth information flow within the Executive Secretary’s Office and across the organization.

Office Coordination

  • Ensure strict adherence to protocol standards in all high-level engagements and visits.
  • Anticipate and mitigate operational risks related to scheduling, logistics, and stakeholder interactions.
  • Ensure effective coordination with internal administrative and support units.

Desired Competencies and Experience

Core Capabilities

  • Execution Excellence: Ability to translate priorities into coordinated action and timely results
  • Stakeholder Management: Strong capacity to manage relationships with high-level officials and partners
  • Judgement & Discretion: Exceptional professionalism in handling sensitive information
  • Organizational Agility: Ability to manage competing priorities in a fast-paced executive environment
  • Attention to Detail: Precision in documentation, scheduling, and follow-up

Technical & Professional Skills

  • Strong organizational, coordination, and time management skills.
  • Excellent written and verbal communication skills.
  • Proven ability to draft high-level correspondence and reports.
  • Strong analytical and problem-solving capabilities.
  • Proficiency in Microsoft Office and digital productivity tools.

Behavioral Attributes

  • Highly proactive and anticipatory
  • Strong sense of ownership and accountability
  • Diplomatic and tactful in all interactions
  • Able to operate with minimal supervision and high trust

Qualifications & Experience

  • Master’s degree in Social Sciences, Political Science, International Relations, Development Studies, or a related field. with special training in secretarial studies
  • Minimum of 8–10 years of relevant experience in executive office management, coordination, or similar roles in international organizations or development institutions.
  • Demonstrated experience supporting senior leadership in complex institutional environments.
  • Experience working with Boards and high-level stakeholders is an added advantage.
  • Fluency in English and French is mandatory.

Compensation

The African Capacity Building Foundation offers a competitive salary commensurate with experience. The Foundation provides a generous package of benefits, including international medical cover, retirement benefit, among others.

About the African Capacity Building Foundation

The African Capacity Building Foundation (ACBF) is the African Union’s specialized agency for capacity development. Since 1991, ACBF has empowered over 100,000 professionals across the public and private sectors, civil society, and academia, while building institutions in more than 40 member states. Through strategic partnerships and impactful programs, the Foundation builds human and institutional capacity and generates and disseminates knowledge to advance Africa’s sustainable development in line with Agenda 2063 and the Sustainable Development Goals (SDGs).

ACBF’s current strategic plan focuses on key impact areas such as Climate Change and Energy for productive use, Agribusiness and Food Sovereignty, Trade as an engine for economic development, and Economic and Social Governance. The Foundation is headquartered in Harare, with regional offices in Accra and Nairobi and a Liaison Office at the African Union Commission in Addis Ababa.

To apply for this position please submit in confidence a resume and a cover letter that details why you are a good fit for this position to with the subject Executive Assistant by 31 October 2026.

Only shortlisted candidates will be contacted.

The African Capacity Building Foundation is an Equal Opportunity Employer

At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.