SFH: Executive Assistant

Society for Family Health (SFH)
Please note: this opportunity closing date has passed and may not be available any more.
Opportunity closing date: 
Saturday, 10 August, 2019
Opportunity type: 
Employment

Society for Family Health (SFH) is a South African affiliate of Population Services International (PSI), an international NGO network operational in over 70 countries. SFH in South Africa concentrates on issues of HIV/ AIDS. As part of their HIV/AIDS control efforts, SFH is using social marketing to motivate behaviour change with respect to consistent condom use, HIV testing and other safer behaviours.

Title                                                                           : Executive Assistant
Department                                                              : Country Representative’s Office
Location                                                                   : Parktown
Employment status                                                 : Project Based Employement

RESPONSIBILITIES include:

  1. Manage the office and calendar of the CR:

  • Schedule and calendarize regular Director’s meetings, SMT meetings, Director meetings, staff meetings and other meetings.
  • Meet and greet visitors at all levels of seniority from within and outside SFH
  • Manage incoming mail, and incoming and outgoing correspondence addressed to the CR
  • Screen phone calls, enquiries and requests, and handling them when appropriate for the CR.
  • Organize and maintain diaries and making internal and external meetings

  2. Support the CR with all Board Director and governance related deliverables:

  • Support the CR with all Board Director and governance related deliverables.
  • Schedule and calendarize Board and Board Committee meetings in close liaison with the CR, Board Chair and respective Committee Chairs.
  • Make sure all governance related documents are up to date.
  • Maintain a confidential Board Director Directory.
  • Ensure management of Board Director term limits.
  • Organise the annual Board Director training in line with good governance requirements.
  • Draft resolutions ahead of Board and Committee meetings and take minutes at all Board and Committee meetings.

  3. Administration support for Senior Management Team (SMT)

  • Draft agendas and take minutes at Director’s meetings (when invited), SMT meetings and staff meetings.
  • Maintain office systems, including filing of documents related to donors, contracts, strategic plans, activities, reports, and finances
  • Arrange travel, visas, accommodation (travel itineraries) and occasionally travelling with the CR or SMT to take notes of meetings or to provide general assistance for presentations
  • Carry out background research and present findings
  • Other duties as assigned by the Director; including running personal errands

  4. Programmatic support for SMT

  • Assist CR in the preparation of documents, including PowerPoint presentations, create excel spreadsheets, compile and analyse data, and draft correspondence as required
  • Organise and attend meetings and ensure that the Director and SFH Management team are prepared for those meetings with dossiers as needed
  • Respond to internal and external requests for information, including PSI/W requests
  • Respond to internal and external requests for information.
  • Collect and file monthly and other reports from each departmental manager and monitor and communicate to the CR when reports are received.
  • Summarise all monthly department reports into a brief organisational dashboard report.
  • Collect information required for donor reports from Department Heads and other relevant staff.

  5. Requirements include:

  • Higher National Diploma in Administration/ Bachelor’s Degree/ or equivalent business or management or and secretarial
  • Valid driver’s licence and ability to travel out of town when required
  • Minimum five years’ experience in a similar role
  • Previous board governance experience is essential
  • The job holder must be a strong communicator who is able to interact across all levels within the organisation as well as external parties.
  • A high level of English proficiency with a strong emphasis on grammatical competence will be expected.
  • Ability to write clearly and simply
  • The role requires multi-tasking under pressure and the provision of administrative support in a well-organized and timely manner, while acting with utmost discretion in dealing with confidential matters.
  • Good personality
  • Be able to work after hours when necessary; as well as taking after-hours work-related phone calls

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HOW TO APPLY
 
Please send your full application to recruitment@sfh.co.za  by 10 August 2019.  All application submissions will be reviewed and considered, only the most qualified candidates will be short listed and contacted for interviews.  SFH is an equal opportunity employer.

Location: 
Johannesburg

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