Executive Assistant

Closed for applicationsOnly on Fuzu

Athi River • Kenya

Posted: 24 Jun 2025

Apply by: 4 Jul 2025

Expired

Job details

Location

Athi River • Kenya

Contract Type

Description

Position Summary

Key Purpose

The Executive Assistant serves as the strategic right-hand to the CEO and Interim General Manager, playing a mission-critical role in Acacia EPZ Limited's ambitious scaling journey from 500 MT to 2,500 MT annual Gum Arabic processing capacity by 2028. This role combines high-level executive support with financial analysis, operational coordination, and strategic project management to drive the company's expansion across 9 counties and support 50,000 collectors through sustainable value chain development.

Strategic Context

As Acacia EPZ scales operations from 500mt to 2500mt of processed Gum Arabic annually (2025-2028) and expands from 6 to 9 counties, the Executive Assistant will be instrumental in coordinating complex multi-stakeholder initiatives, managing performance frameworks, and ensuring seamless execution of strategic priorities while the CEO focuses on scaling strategy and the Interim GM handles day-to-day operations.

1. Strategic Execution & Executive Support (30% of role)

Strategic Priority Management: Track and drive execution of CEO's strategic priorities and board directives, ensuring alignment with 2025-2028 scaling targets
Board & Investor Relations: Coordinate board meetings, prepare executive briefings, and support investor communications for funding initiatives
Performance Dashboard Development: Create and maintain company-wide performance dashboards tracking OKRs across all departments and field operations
Strategic Project Coordination: Oversee implementation of key initiatives including dukawala model rollout, digital transformation, and infrastructure development
Cross-Departmental Alignment: Facilitate coordination between CEO, Interim GM, and all department heads to ensure unified execution

2. Financial Management & Analysis (25% of role)

Budget Management: Support annual budgeting process, monthly variance analysis, and financial performance tracking against €22.9M three-year revenue projection
CapEx Project Tracking: Monitor capital expenditure projects including Bulking Centers, Bulking Points, EPZ facility expansion, and fleet acquisition
Financial Reporting: Prepare executive financial summaries, cash flow analysis, and investment tracking reports for leadership review
Cost Analysis: Conduct detailed analysis of production costs, transport expenses, and operational efficiency metrics across 9-county operations
Funding Support: Assist in preparation of funding proposals, investor presentations, and financial due diligence processes

3. Operational Excellence & Field Coordination (20% of role)

Field Operations Coordination: Liaise with Operations and Field Coordinators to track collection targets across Turkana, Marsabit, Isiolo, Samburu, Baringo, Wajir, Garissa, Mandera, and Kitui
Super-Agent Network Management: Monitor performance of 100+ super agents managing 50,000 collectors, tracking collection efficiency and payment processing
Infrastructure Project Management: Coordinate establishment of 1,000 dukawala aggregation centers and mobile aggregation hub optimization
Quality Assurance Oversight: Ensure compliance with EU regulatory requirements (FSSC ISO 22000, EMS ISO 14001:2015, SMETA) across expanded operations
Logistics Optimization: Support transport cost management and fuel cost optimization.

4. HR & Administrative Excellence (15% of role)

Administrative Systems: Manage executive calendars, travel arrangements, and high-level administrative functions
Documentation Management: Maintain strategic documents, SOPs, and compliance documentation for EU market requirements
Team Coordination: Facilitate communication between CEO, Interim GM, and department heads

5. Process Improvement & Digital Transformation (10% of role)

Digital Payment Systems: Support implementation and monitoring of mobile money payment processing for 1,000+ collectors
Process Optimization: Drive continuous improvement initiatives across operations, identifying efficiency gains and cost reduction opportunities
Compliance Monitoring: Ensure adherence to EU Directive 32/2009, Nagoya Protocol, and organic certification requirements
Technology Integration: Support ERP Next optimization and digital traceability system implementation

Required Qualifications

Educational Requirements

Minimum: Bachelor's degree in Business Administration, Finance, Economics, Agricultural Economics, or related field
Preferred: Master's degree in Business Administration (MBA), Finance, or Agricultural Business Management
Certifications: Professional certifications in project management (PMP), financial analysis (CFA Level I), or executive assistance (CAP-OM) preferred

Experience Requirements

Minimum: 5-7 years of progressive experience in executive support, financial analysis, or operations management
Industry Experience: 3+ years in agricultural value chains, export businesses, or rural development organizations preferred
Scaling Experience: Demonstrated experience supporting leadership in scaling organizations (2x-5x growth) required
Multi-stakeholder Management: Experience coordinating complex projects involving multiple counties, communities, or international stakeholders

Technical Skills

Financial Analysis: Advanced proficiency in financial modeling, budgeting, variance analysis, and investment tracking
ERP Systems: Experience with ERP Next, SAP, or similar enterprise resource planning systems
Data Analytics: Proficiency in Excel, Power BI, Tableau, or similar dashboard and analytics tools
Project Management: Experience with project management tools (MS Project, Asana, Monday.com) and methodologies
Digital Payments: Understanding of mobile money systems, payment processing, and financial technology solutions

Language & Communication

English: Fluent written and verbal communication required
Kiswahili: Conversational proficiency required for field operations coordination
Local Languages: Basic understanding of Turkana, Somali, Samburu, Borana or other ASAL languages preferred