Job Detail

Job Description

Title: Executive Assistant

Location: Lusaka

Reporting to: Finance and Administration Director

Position Overview

The Executive Assistant, will manage and perform complex and confidential administrative and Program Management functions to ensure the Country Director’s operations flow smoothly. He/she will manage and provide direct support to the Country Director’s office, managing and coordinating in all administrative matters, financial program and technical matters requiring Country Director’s direct attention.

Responsibilities

• Serve as the primary contact person for the CD’s office, liaising with Jhpiego management team, Headquarters team and staff to provide efficient and coordinated assistance on all issues requiring the CD’s attention.
• Liaise closely with Jhpiego Administrative, Finance, Program, Technical and other units and ensure effective support is provided to the CD’s office.
• Manage all incoming and outgoing correspondence to include reports, forms, faxes and emails to include back up documentation and dissemination of information as appropriate.
• Edit appropriately all correspondence or reports which may require CD’s approval.
• Prepare or work with other staff to prepare certain documents coming out of CDs office and requiring CD’s approval.
• Maintain and update the CD’s calendar, schedules appointments and meetings.
• Draft correspondence and reports on behalf of the CD as requested.
• Answer and screen telephone calls; received and delivers messages and respond to queries of a nonscientific/non-policy nature.
• Provide and organize all support material in advance for the meeting organized by the CD’s office.
• Track and follow up proactively on status of outstanding actions and requests on behalf of the CD.
• Manage filling systems for the CD’s office.
• Manage travel arrangements for CD’s office, overseeing travel authorizations and expense reports, reviewing trip reports for content and format.
• Manage writing, review and dissemination of all meeting minutes and ensure quality.
• Manage logistics, travel requirements such as visa arrangement and, work permit of CD and immigration clearance for visitors as required.
• Prepare CDs office for CDs meetings with partners and stakeholders.

Required Qualifications

• Degree in Business Administration or related field.
• 6 years’ experience in an administrative/executive role.
• Proficient and high level skills in oral and written communication.
• Ability to communicate effectively and tactfully with all levels of staff, representatives of donors and collaborating agencies, individuals from diverse cultures and the public.
• Initiative and discretion in judging and managing confidential matters, materials and sensitive issues
• Resourceful through technology, research skills and relationship building among several organization teams and units and professional organizations to resolve problems and initiate enhancements.
• Proficiency in secretarial skills to include grammar, spelling and proofreading
• High proficiency in Microsoft Office package, strong presentation skills.
• Considerable knowledge of office equipment, practices and procedures and willing to increase knowledge and update skills as required.
• Ability to work independently and to organize, coordinate and effectively process work assignment while providing attention to detail.
• Ability to manage multiple tasks simultaneously and set priorities. Ability to manage stressful and demanding workload.
• Ability to retrieve and obtain information from various sources, including the library.
• Experience in Office management for projects funded by international donors (knowledge of US Government regulations preferred but not a must)

To apply, please send your application letter and curriculum vitae in a single document, stating the position in the subject line to the Human Resources Manager: Zambiajobs@jhpiego.org

Only shortlisted candidates will be contacted.

Skills Required

• MS Excel
• MS Office