Job Description
To provide assistance to the Executive in the day-to-day management of his/her office and the effective functioning thereof and the coordination of his/her activities.
DUTIES AND RESPONSIBILITIES
Executive Support
- Act as the Executive’s first point of contact with people from both inside and outside the organisation.
- Taking on some of the Executive’s responsibilities and working more closely with management
- Support the Executive in his/her projects, proposals, bids, etc. through research, consultation and team-management.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, speeches, articles, briefings, and project proposals, personal correspondence, and other tasks that facilitate the Executive’s ability to effectively lead the department.
- To respond to executive, management and other stakeholder queries in a timely and professional manner, both orally and in writing
- To liaise with the deputy to the Executive and other programme managers on various matters as required
- Conserve Executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
- Maintain confidentiality and privacy at all times in respect of any communications which are necessary and appropriate for the discharge of the role and responsibilities.
- To be responsible for receiving enquiries directed to the Executive’s office and providing an effective referral service to service users.
- Manage the flow of information to members of the executive leadership team.
- Occasionally travelling with the Executive to take notes or dictation at meetings or to provide general assistance during presentations.
Office Management
- To develop, maintain and review administration for the Executive to achieve maximum efficiency.
- Travel Management
- Organise and co-ordinate travel and accommodation arrangements.
- Visa applications when necessary
- Ensuring that the necessary documentation for travel is completed as per RTC policy
- Capturing general and travel requisitions for the Executive and obtaining the required signatures
- Event Management
- Co-ordination and/or planning of functions, meetings, visits by VIP’s, workshops, conferences, training, retreats and ad hoc events throughout the year
- To arrange refreshments, seating and taking minutes if required to do so.
- Ensure operation of office equipment, order maintenance when necessary. Troubleshoot malfunction of office equipment.
Secretarial and Administrative Support
- To provide a comprehensive secretarial and administration service to the Executive across the range of his/her work, his/her team and departments
- To meet and greet visitors at all levels of seniority.
- Answering and directing calls to appropriate executives and parties, taking messages.
- To maintain the complaints file and ensure all complaints are responded to within target timescales.
- To liaise positively and professionally with colleagues and visitors, answer routine questions, obtain and furnish information.
- Diary Management
- Manage and maintain the Executive’s schedules, including scheduling travel and conferences, making appointments, and making changes to appointments.
- Organising and attending meetings and ensuring the manager is well prepared for meetings.
- Co-ordinating Performance appraisal appointments and documentation
- Co-ordinate programme meetings
- Setting up travel, meetings, speaking engagements and other appointments for the Executive and his/her nominees.
- Document and Report Production
- Compile programme reports and ensure they are submitted timeously as per funder and board requirements.
- Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
- Circulate reports, minutes and agendas for programme meetings.
- Creation of presentations on PowerPoint and compiling information packs where required.
- Setting up and managing both electronic and paper filing systems, as well as taking steps to maintain that the company is in compliance with all applicable record-keeping requirements.
Project Co-ordination & Operational Research
- Providing administrative support on ad hoc projects and any other duties commensurate with the accountabilities of the post
- To assist with the co-ordination of operational research as requested
- Collate operational research data and to prepare reports and documents as requested.
- Undertake special projects, and ad hoc duties as necessary.
Training and Development
- Maintain knowledge by attending professional and technical educational seminars and workshops; review publications; establish professional and personal networks within the industry.
- Participate in societies relative to the business.
The desired candidate must have the following:
Qalification and Experience
- Secretarial Diploma or Bachelors degree in Administration
- 5 years experience at a corporate Executive level in a NGO environment.
Skills
- Excellent IT Skills, including use of ICT packages i.e. Word, Excel, Power point, Access.
- Strong interpersonal skills with an approachable personality.
- Excellent letter writing and organisational skills.
About the Organization
Right to Care is at the vanguard in supporting and delivering prevention, care, and treatment services for HIV and associated diseases. We work with government and communities to find pioneering solutions to build and strengthening public healthcare.
We embrace a strong entrepreneurial culture and focuses on innovation and the use of technology to enhance services, address skills shortages, and deliver quality healthcare outcomes. Our areas of expertise include HIV and TB care and treatment, pharmacy automation, medical male circumcision, and cervical cancer diagnosis and treatment.
