Secretary to the Incident Manager (Emergency Operations Center (EOC) at eHealth Systems Africa

Summary: The Secretary supports the ongoing coordination and daily activities of the Emergency Operations Center. S/he is responsible for providing administrative support to the Incident Manager and assist as needed in other eHealth Systems Africa projects.

Essential Duties and Responsibilities:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  Other duties may be assigned.

• Schedules and arranges meetings and conferences for professional(s) and/or management staff and notifies interested parties; makes travel reservations as needed and instructed.
• —Responsible for maintaining a diary to follow the time-bound schedule of the Incident Manager and enlist appointments accordingly. Notify the Manager at the end of the day about the next day's schedule.
• —Writes, edits and disseminates information through presentations, spreadsheets, letters, mails, and minutes of the meetings, memos and itineraries.
• Responsible for taking minutes during and ensure timely presentation. Also be able to compose, format, prepare, and edit correspondence and reports.
• —Inputs action points into the action tracker and updates this as the tasks get accomplished
• —Receives and screens telephone calls, takes messages, schedules appointments for professional(s) and/or management staff and provides information to callers requiring knowledge of operations, supervisor's point of view, and the interpretation and application of policies and procedures
• —Reads incoming correspondence and reports, screening those items that can be handled personally, and forwarding the rest to management and staff.
• —Establishes and maintains office files, logs, indexes, control records, or other information concerning the work under the supervisor's control. Also enters, retrieves, updates, verifies, and updates information in the electronic files.
• Maintains the archives of documents and paperwork regarding foreign delegation visits, customer visits, inaugurations, activities and events.
• —Must attend all EOC  staff meeting and liaise with the EOC Administrative Coordinator where necessary
• —Composes and types routine letters, memoranda, reports, scientific or technical material, numerical data, charts and forms. Also types out minutes of meetings and ensures the Incident Manager reviews the draft minutes before it is emailed out to the other members within 24 hours.
• —Responsible for performing other duties as assigned by Management
• —May frequently travel between company worksites.
• —Presents a professional demeanor at all times.  Approaches others in a tactful manner.  Reacts well under pressure.  Treats others with respect and consideration regardless of their status or position.  Accepts responsibility for own actions.  Follows through on commitments.
• —Is consistently at work and on time.
• —Participates in and promotes a positive, supportive, cooperative team environment.
• —Attends and participates in staff meetings, training classes and supervision.
• —Adheres to Policies and Procedures.
• —Adheres to eHealth Africa Code of Conduct as well as ethical standards of the field.

Education/Experience

• Bachelor’s degree from a recognized academic institution in Business Administration or any related field. Three to five years administrative experience in related industry, preferably within healthcare
• Advanced computer skills, including Microsoft Windows and Microsoft Office Suite, (including Excel).
• Proficiency working within specialized software is preferred
• English is the spoken and written language.
• Ability to read, analyse, proof and edit documents, and interpret general business periodicals, professional journals, or government regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, employees and the general public.
• Ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations.
• Ability to interpret data that is not well defined or documented and develop recommendations based on findings.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.