Administrative Coordinator at eHealth Systems Africa

Summary: The EOC Administrative Coordinator coordinates and performs a wide variety of administrative and technical services to support activities of the Emergency Operations Center (EOC). S/he serves as a primary point of operational and administrative contact for internal and external stakeholders.

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 

• Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external stakeholders and partners on a range of specified issues; organizes and facilitates meetings, conferences, and other special events, as required. 
• Organizes and facilitates meetings, conferences, and other special events. Sets up meeting rooms with appropriate technology and arranges lunches, dinners and refreshments for meetings.
• Performs general secretarial/clerical duties including recording and transcribing minutes of meetings, photocopying, fax, and mailing. Assists in managing all technical equipment (printers, computers, projectors, etc.)  
• Responsible for managing daily task managers and email reminders. Maintains electric and hard copy filing systems Prepares and modifies documents including correspondence, reports, drafts, and emails. 
• Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security, and related activities. 
• Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the EOC. 
• Participates in an administrative capacity in special projects that may require liaising with multiple departments. 
• Provides general administrative/technical support to the State Manager and Partners as required. 
• Maintains a thorough understanding of the basics behind the Internet and its workings (DNS, Security, IP Routing, VPN, Email routing and HTTP. Investigates, diagnose and solves computer software and hardware faults. 
• Installs, maintains, configures and troubleshoot telecommunication infrastructure, including VOIP phones, AP’s, WLAN controllers including servers, printers, computers workstations, etc. 
• Provides technical support to troubleshoot malfunctions of network hardware and software applications, telephones and security systems to resolve operational issues and restore services. 
• Responsible for performing any other duty 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.

Qualifications: The requirements listed below are representative of the knowledge, skill and/or ability required to successfully perform this job. 

Education/Experience 

• Bachelor’s degree from a recognized academic institution in Business Administration, marketing or any related field.
• Minimum of 3 years administrative support experience required. 
• Excellent communication skills required including written, verbal and interpersonal.
• Extensive software skills are required, as well as Internet research abilities. 
• Excellent interpersonal communication skills, organizational skills and great attention to detail. 
• Must be able to work as a leader and member of a team and possess good problem solving skills. 
• Good learning ability. Action oriented and resilient in a fast-paced environment. 

Computer Skills

• Advanced computer skills, including Microsoft Windows and Microsoft Office Suite.
• Proficiency working within specialized software utilized in program.

Language Ability/Communication

• English is the spoken and written language.
• Ability to read, analyze and interpret general business periodicals, professional journals, or government regulations.
• Ability to effectively present information and respond to questions from groups of managers, employees and the general public

Math Ability/Reasoning

• Ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.