VACANCY NOTICE

EXECUTIVE SECRETARY

(F/M)

REF.: ATCA/ES/2025/VAC003/TG

Post Title: Executive Secretary

Type of contract: Fixed-term contract with possibility of renewal

Type: Full-time

Duration: Two (02) years

Duty station:   Lomé, Togo

Reporting line:  Board of Directors

Deadline for application: 03/10/2025 (5:00 PM GMT)

 

1. Introduction

Tobacco causes more than 8 million deaths each year, and Africa is today the region where the epidemic is progressing the fastest, due to the aggressive marketing of the tobacco industry, insufficient public health policies, limited enforcement of laws, as well as demographic growth and the increase in disposable income. With more than 1.2 billion inhabitants, the majority of whom are young, the continent represents a prime market for the tobacco industry, which is deploying a particularly aggressive expansion strategy. In the face of relatively weak legislative and regulatory frameworks, urgent mobilization is needed to reverse this trend.

It is in this context that the African Tobacco Control Alliance (ATCA), a civil society network bringing together organizations from 39 WHO member countries, committed to the implementation of the WHO Framework Convention on Tobacco Control (FCTC), was created in 2008.  ATCA, whose vision is “A healthy, prosperous and tobacco-free Africa,” is based on a structured governance system including a General Assembly, a Board of Directors (with an executive committee and specialized committees), as well as an Executive Secretariat responsible for coordinating its actions at national, regional, and international levels. Headquartered in Lome, Togo, ATCA is a key player in tobacco control advocacy in Africa, mobilizing the expertise and strength of civil society to strengthen public policies and improve their implementation. In order to consolidate its action and ensure the strategic management of its Executive Secretariat, ATCA is recruiting an Executive Secretary.

2. Job description

The Executive Secretary will be responsible for strategic planning and oversight, building strategic partnerships, fundraising and fund management, project development and implementation. The Executive Secretary shall serve as the General Manager of ATCA’s Executive Secretariat and will be answerable, and report directly to the Board of Directors of ATCA.

3. Main responsibilities
   • Governance

The Executive Secretary will:

• Prepare, organize, and convene the General Assembly in accordance with ATCA’s Constitution.
• Support the Chair in convening Board/Executive Committee meetings.
• Prepare draft agendas, supporting documents, and minutes of Board meetings for the Board’s validation.
• Ensure the implementation of decisions taken by the Board.
• Prepare and facilitate Board and General Assembly meetings
• Facilitate, under the guidance of the Board, the organization of sub-regional elections of Board members.
• Provide the Board of Directors with regular reports on the implementation of projects and programs.
• Ensure that the Board is informed of any changes in national laws, labor codes, decrees, or regulations in Togo that could affect the organization’s governance, staffing, or overall operations.
  • Administration and Management
• Ensure the administrative and financial management of ATCA’s Executive Secretariat.
• Oversee the implementation of ATCA’s strategic plan.
• Ensure the promotion, development, and representation of ATCA at national, continental and global levels.
• Provide and oversee development opportunities for members of staff especially in relation to tobacco control generally, and the WHO Framework Convention on Tobacco Control in particular.
• Oversee the implementation of the human resources policies, procedures and practices, including the development of job description for all staff.
• Maintain accurate job descriptions and keep ATCA’s organizational chart up to date.
• Manage and approve all budget and finance processes and procedures.
• Supervise ATCA staff and ensure deliverables are being met according to work plans and timelines.
• Recruit staff of the Executive Secretariat under the supervision of the Board of Directors.
• Carry out effective staff management in collaboration with the Board of Directors.
• Establish a positive, healthy and safe work environment in accordance with all appropriate legislation and regulations.
• Ensure the maintenance of a conducive work environment.
  • Program planning and management
• Ensure the development of projects in line with the Strategic plan of ATCA and the objectives set by donor agencies.
• Oversee the implementation of projects activities and provide accurate guidance to meet project outcomes.
• Monitor project indicators to support identification of issues and risks, innovations and initiatives.
• Support and review the production of project reports, ensuring coverage of achievements, challenges, and lessons learned.
  • External relations and partnerships
• Represent ATCA at local, regional and international meetings
• Maintain effective coordination and good working relationship with ATCA partners/potential partners.
• Consolidate the engagement of ATCA members through regular communication, capacity-building, project implementation and updated member database.
• Expand and diversify ATCA membership and facilitate the integration of new members.
  • Resource mobilization
• Ensure the financial sustainability of ATCA through the effective implementation of ATCA Resource Mobilization Plan and undertaking other resource mobilization initiatives.
• Identify potential funding and/or collaborative strategic partnerships for ATCA and maintain relationship and on-going communication with funders/partners.
• Map strategic areas of interest, priorities, and potential partnerships with both new and existing donors to mobilize and leverage resources.
• Contribute to the development of grant proposals and ensure that they are submitted within set deadlines to potential donors.
• Liaise with intergovernmental organizations (United Nations, African Union etc.), governments, foundations, and other organizations to explore potential funding opportunities.
• Oversee the monitoring and evaluation of ATCA’s resource mobilization policy and take corrective measures as necessary.
• Ensure that ATCA’s achievements are adequately disseminated among donors and other relevant stakeholders to support resource mobilization.
  • Communication
• Supervise the development and implementation of annual communication plans aligned with ATCA’s strategic plan.
• Review and approve key publications, reports, press releases, and digital content to maintain tone, accuracy, and strategic alignment.
• Provide strategic direction and oversight for the operation of ATCA website, particularly the Online Resource Centre and social media communication.
• Lead a swift and strategic response to misinformation, tobacco industry interference, or reputational risks, safeguarding ATCA’s integrity.
• Coordinate and sustain relationships between ATCA and journalists, media houses, and influencers to amplify tobacco control narratives and youth-led advocacy.
• Ensure that mechanisms are established to monitor, evaluate, and report on the effectiveness of communication strategies and campaigns.

4. Selection criteria

The selection of the Executive Secretary of ATCA will be selected based on the following criteria:

• A Master’s degree in public health, health and social sciences, health economics, international development or any other relevant fields would be advantageous.
• A minimum of 10 years of professional experience in the management of projects, including 5 years in a senior position of an institution / with a regional or international organisation.
• Good understanding and application of strategic planning and project management concepts.
• Experience working with advocacy groups and policymakers to influence the formulation and implementation of policies.
• Strong analytical and problem-solving skills.
• Excellent skills in verbal communication and writing and editing reports for a diverse audience.
• Strong skills in human resources, financial, project management and leadership, including excellent organizational and analytical skills, prioritization, and meeting deadlines
• Ability to engage and ensure effective communication with Board members.
• Demonstrated track record in fundraising.
• Be able to inspire trust and confidence of stakeholders.
• Ability to prioritize, set objectives, and work under pressure.
• Demonstrated professional discretion, neutrality/impartiality, and institutional loyalty.
• Ability to work in a fast-paced, team-oriented environment.
• Ability to supervise and lead teams, with strong conflict management skills.
• Proficiency in computer software applications including Microsoft 365
• Excellent knowledge of English and French, both written and spoken.
• Good knowledge of tobacco control will be an advantage.
• Knowledge of the organization and functioning of NGOs in Africa.

5. Recruitment Process

The selection process will be organized as follows:

1. Screening of applications
2. Pre-selection interviews

• Final interview

6. Mode of application

Applications should be submitted by mail on the following email address: applications@atca-africa.org  with the subject line: Application for the position of ATCA Executive Secretary.

Each application must include:

• A cover letter addressed to the Chairperson of the ATCA Board of Directors
• A detailed CV including 3 references
• Copies of academic credentials
• Proof of professional experience

The deadline for applications is October 3, 2025 at 17:00 GMT.

7. Additional details

• Only shortlisted candidates will be called for interview.
• ATCA reserves the right not to make any appointment following this advertisement without obligation to give any reason to candidates.
• The salary is negotiable.
• The duration of the contract is two (2) years, subject to a probationary period of three (3) months.
• The selected candidate will be based in the headquarters of ATCA in Lomé, Togo.
• ATCA does not recruit smokers or users of any form of tobacco.