Society for Family Health (SFH) Latest Employment Opportunity

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.

 

Job 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.

Application Deadline: Saturday, 10 August, 2019