Board Liaison and Executive Support Assistant
Admin & Office Jobs
- SOS Children's Villages Zimba…
- Expires 20 Oct 2025
- Harare
- Full Time
Job Description
Vacancy Announcement
Board Liaison and Executive Support Assistant
(Job Ref: 7/10/25/1
Position title: Board Liason and Executive Support Assistant
Working location: Harare
Direct Supervisor: National Director
Context of the position
Established in 1949, SOS Children's Villages International (CVI) is a dynamic, international social development organization working globally to meet the needs and protect the interests and rights of children without parental care and those who are at the risk of losing it.
SOS Children's Villages Association of Zimbabwe is a member of SOS International - a worldwide children's social welfare organisation, providing vulnerable children without homes with a family home and educational opportunities as well as strengthening families to reduce poverty.
Mission of the position:
The role is responsible for providing executive support and Board Liaison services. This role provides administrative and organizational support for the board, senior management and the national director.
Duties and Responsibilities
Key performance areas and main responsibilities:
Board Support
• Serves as the MA’s Board administrative liaison between the board and management and manages Board activities, which include coordinating quarterly board meetings new board member orientations, arranging hotel accommodations for board members, processing travel reimbursement requests, compiling, assembling and distributing board meeting materials.
• Maintain communications with the Board of Governors.
• Coordinates board committee meetings, maintains confidential files and contact information, coordinates meetings, conferences and committees.
• Ensure all board, Annual General meetings correspondence and relevant materials are produced in a timely and accurate manner.
• Coordinate, attend and take minutes for board and the AGM meetings
• Maintain Board distribution lists and contact information, send out and track annual Conflict of Interest Forms and Disclosure Forms, and update Board Information and Committee Selection Sheets.
• Ensure board attendance book is duly completed at board meeting.
• Attending Board and committee meetings take minutes and thereafter effect timely circulation of the same.
• In close liaison with the National Director, ensure finalization and circulation of all board papers, Notices, Agenda items for each meetings including resolutions to be passed
Executive Support
• Scheduling and managing Executive appointment
• Executive Expense management and reporting
• Event management: Planning company events, conferences, ensures that logistics such as venue booking, catering, and scheduling are handled smoothly.
• Documentation and filing
• Managing executive’s time
Coordinating travel and logistics for business trips, including booking travel, preparing itineraries and supporting executives in completing expense reports
Communications
• Develop Communication Strategy to be specific and deliberate on how best we can and should communicate and internally.
• Building networks to position the SOS Brand as a preferred NGO to partner with. Approaches Media and strategic partners i.e. GVT department and corporates providing communication materials, invite them for events within the organization.
• Implements the strategy by rolling it out to internal stakeholders
• Monitors, evaluates and analyses the external communications environment and inform the MA for decision making.
• Coordinating media involvement in the activities of SOS i.e. press releases and media coverage of programs and events.
• Updating the MA’s website and Social Media platforms and overseeing virtual platforms design to provide information about the MA and for interaction and donations: Weekly
• Produces marketing and publicity materials through banners and brochures for reach and to raise public awareness of our brand and the work we do.
• Reviewing and produce SOS Zimbabwe publicity and marketing materials including but not limited to organizational information brochure, banners, calendars, diary, souvenirs, almanac, best practice magazines for better visibility of the organization.
• Develop and document stories of change through the different programming units. Weekly
• Compile Annual Calendar of events for the MA and communicate the same to internal and external stakeholders.
Documentation and Reporting
• Lead the development and production of quarterly newsletter.
• Supports the production of MA Zimbabwe annual reports.
• Lead and Develop program impact documentaries.
• Provide and support in feeding project materials at SOS federation collaborations platform.
• Assist in organizing and generating public support for special events and campaigns.
• Support organization of workshops, seminars, campaigns, events and project review meetings including agendas and meeting minutes.
Child Protection and Safeguarding:
• Responsible within own area of work to raise awareness of the SOS Child Protection Policy principles and to prevent and protect children from all forms of abuse, abandonment, exploitation, violence and discrimination.
• Responsible to report any CS suspicion, concern, allegation or incident immediately following Child Safeguarding reporting procedures. CS reports should be made to the IOR CS focal person and/or to the respective line manager
Qualifications and Experience
Requirements
Competencies:
• Networking & Relationship building skills
• Strong collaboration skills and ability to set priorities
• Knowledge of accessibility and good knowledge-management skills
• Skills in communication (writing & editing and reporting skills), computer literacy,
Qualifications
• Degree in Business Management majoring in Administration , Communications, office Management .
• At least 6 years of experience in Executive and Board Support.
How to Apply
How to Apply
If you believe you are the right candidate for any of the above positions, please send your detailed curriculum vitae (CV), and photocopies of certified academic certificates.
Applications should be submitted electronically indicating the position you are applying for in the subject line and send to the address given. All applications should be submitted not later than 20 October 2025.
Applications that are late do not have a CV or certified certificates attached will be disqualified. Only shortlisted candidates will be contacted. E-mail applications should bear the reference number of the position in the subject line of the email.
E-mail: Applications including at least three traceable referees should be sent electronically to: Resourcing.SOS@sos-zimbabwe.org
SOS Children’s Villages Zimbabwe holds strict child safeguarding principles and a zero-tolerance policy for conducts of sexual harassment, exploitation and abuse in the workplace and other places where the organization’s activities are rendered.
SOS Children’s Villages Zimbabwe is an equal opportunities employer and encourages all eligible applicants to apply without any consideration to sex, cultural consideration, disability or creed.
“Every child belongs to a family and grows with love, respect and security”
