Executive Assistant - CFO at TB HIV Care

Purpose of the position:

The purpose of this position is to provide a professional, effective administrative support and assistance to the Chief Financial Officer (CFO).

Minimum Requirements    

• Degree / diploma in Secretarial/Business Administration; or two to three years related experience and/or training; or equivalent combination of education and experience
• Minimum of 5 years related experience in a medium sized organization
• Experience in online systems (e.g. Fraxion, SharePoint)
• Proficiency in Microsoft packages
• Proficiency in writing and verbal communication
• A valid driver’s licence

Duties and Responsibilities    

• Administration
• Processes managers’ correspondence and prepares drafts, edits and formats letters and documents; collects and analyzes information; initiates communications on behalf of the CFO.
• Manages telephone calls, coordinates daily and monthly schedule, coordinates arrangements for meetings and appointments for the CFO and provide support to direct reports as necessary,
• Maintains appointment schedule/diary by planning and scheduling meetings, conferences, online meetings for the CFO and provide support to direct reports as necessary,
• Maintains an effective and confidential recording and filing system, including archiving of the relevant records
• Processes documents requiring signature and assists with facilitating requests as necessary
• Provides administrative support to CFO teams as required (including managing banking relationships)

Meetings

• Attends to and monitors urgent enquiries and issues, ensuring that they are brought to the CFO’s attention and, where relevant, referring matters on to appropriate staff for response.
• Provides comprehensive support to meetings, including preparing minutes of meetings, transcription and dictation
• Liaises with internal departments and unit managers regarding operational issues
• Organises meetings and conferences, linking with venues and facilitators

Travel

• Provides coordination support for the CFO’s travel as well as CFO direct reports as required
• Assists the travel desk with ad hoc travel requests

Office Management

• Supports the office manager to ensures adequate office supplies by checking stock to determine inventory level and anticipating needed supplies
• Petty cash supervision and cash dispensing

Operations (subsidiary company)

• Provide active logistical and operational support for training activities (including accreditation)
• Provide administrative support for processing and signing of transactions
• Promotion and marketing of the subsidiary organisation’s profile through social media and other platforms

Other

• Follows up on work assigned to managers to ensure that deadlines are met
• Prepares reports by collecting and analyzing information as requested by CFO
• Other tasks as required by the CFO
• Provides operational support to the entities subsidiary company
• Arranging of events for staff related milestones and supporting team building activities

Skills and Competencies    

• Previous exposure within NGO/NPO environment advantageous
• Ability to write reports, business correspondence, and procedure manuals
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public
• Very good planning and organising ability
• Good oral and written communication skills
• Good attention to detail
• Ability to work accurately under pressure
• Deadline driven
• Ability to take initiative and work independently
• Able to adapt to changing environment

Closing Date: 8th, April 2022