TERMS OF REFERENCE

Executive Assistant

ABOUT NEAR

NEAR (Network for Empowered Aid Response) is a Global South-led movement of local organisations committed totransforming the top-down humanitarian and development system. Our vision is a world where local communities have the resources and agency to respond to crises and development challenges on their own terms. NEAR is a membershipbased organisation with members coming from four regions: Africa, Asia and the Pacific, Latin America and the Caribbean, and the Middle East.

ABOUT ADESO

NEAR is currently hosted by Adeso, an expanding and vibrant African based international development andhumanitarian organization. Adeso and NEAR both aspire to prevent and overcome situations that adversely affect community well-being by: Influencing policy change and enacting systemic change through innovative solutions led by local and national actors.

POSITION PURPOSE

The Executive Assistant will provide high-level administrative, coordination, and logistical support to the Executive Director (ED). The role will be instrumental in enhancing the ED’s effectiveness and efficiency in leadership, communication, and coordination with internal and external stakeholders.

SPECIFIC ROLES AND RESPONSIBILITIES

1. Executive Support

• Manage the ED’s calendar, schedule meetings, and coordinate appointments.
  • Prepare and organize materials for meetings, presentations, and events.
  • Support the ED with note-taking, follow-ups, and documentation of decisions and action points.
  • Draft, proofread, and edit correspondence, reports, and other documents on behalf of the ED.

2. Communication and Coordination

• Serve as a liaison between the ED and NEAR’s internal teams, members, partners, and stakeholders.
  • Monitor and prioritize incoming communication (emails, calls, requests), responding or redirecting as appropriate.
  • Maintain a high degree of professionalism and discretion in handling confidential and sensitive information.

3. Travel and Logistics

• Organize and coordinate travel arrangements for the ED, including visa processing, flight and accommodation bookings, and itinerary planning.
  • Support logistics for meetings, conferences, webinars, and other events involving the ED.

4. Administrative and Project Support

• Support the ED in tracking deadlines, deliverables, and strategic initiatives.
  • Assist in preparing board and donor reports, presentations, and organizational updates.
  • Maintain and update files, contact lists, and key organizational records.
  • Support on other special projects, as assigned.

SUPERVISORY RESPONSIBILITY. This position has no supervisory responsibilities, currently. However, the ExecutiveAssistant is expected to coordinate efforts with key personnel to achieve the position’s purpose.

OTHER DUTIES. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.

EXPERIENCE AND QUALIFICATIONS

Essential:

• At least 3–5 years of experience in a similar role, preferably in an international NGO or nonprofit setting.
  • Proven ability to manage complex schedules and multitask in a fast-paced environment.
  • Strong written and verbal communication skills in English.
  • High degree of professionalism, discretion, and integrity.
  • Proficiency in Microsoft Office Suite, Google Workspace, and virtual collaboration tools (e.g., Zoom, Slack, Asana).

Desirable:

• Experience working with civil society networks or locally-led organizations.
  • Additional language skills (e.g., French, Arabic, Spanish) are an asset.
  • Experience working in multicultural, geographically dispersed teams.

APPLICATION PROCESS

All applications should be sent to jobs@near.ngo by 17 October 2025 with “Executive Assistant” on the subject line. The selection committee will review all applications as they arrive.

Each application package should include the following:

• Cover letter with the applicant’s current contact information (limited to one page)
  • CV
  • Two Professional References, with complete contact information
  • Your expected annual gross pay in USD

All applicants must meet the minimum requirements described above. Only short-listed candidates will be contacted. Adeso is an equal opportunity employer.