Executive Officer at Jhpiego - John Hopkins University

Position Reports to: Country Director

Overview

• The Executive Officer will work closely with the Country Director and its management team as necessary to provide support to the Country Director.
• S/he will provide executive level administrative support, clerical support, receiving partners/visitors, arranging travels and correspondences, and scheduling meetings with high level report writing as necessary.
• The Executive Officer will enhance the Country Director’s effectiveness by ensuring information management as well as representing the Country Director to others.

Responsibilities
Executive Office:

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Conserves Country Director’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• As assigned by the CD, Support specific initiatives, activities, projects and research under the office of the Country Director or wider SMT.
• Maintains Country Director’s appointment schedule by coordinating travels, planning and scheduling meetings, take minutes, action notes and deal with any follow up action.
• Maintains confidence and protects operations by keeping information confidential.
• Secures information by completing data base backups.
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Produce reports, presentations and briefs for office of the Country Director.
• Contributes to team effort by accomplishing related results as needed.
• Undertake any other duties as maybe required commensurate with the level of the post.

Program Support:

• As necessary, collaborate with other project team members to ensure necessary project planning, resource availability and management activities function smoothly and efficiently
• Arrange logistics for all Program activities and draft correspondence to partners, NGOs and other agencies as requested by the CD.
• Provide administrative support in the design, implementation and monitoring of project activities.
• Order training materials in coordination with the Program team leaders and ensure that training materials and supplies reach training sites in a timely manner.
• Assist with organization of meetings, field visits, and other activities.
• Assist with maintaining the project calendar and keeping it up-to-date.
• Assist with gathering technical updates for program planning, training, components of evaluations and other studies on related programs.
• Assist with other programmatic and administrative duties as required

Required Qualifications/ Knowledge, Skills and Abilities

• Bachelor's Degree in Social / Behavioral Sciences, Public Administration and Health related courses. Masters in any of this related field will be an added advantage.
• A minimum of 5-6 years’ strong experience in similar position within the INGO / private sector.
• Membership of Chartered Institute of Administrators added advantage.
• Strong time management, planning and organizational skills.
• Strong interpersonal skills with a pleasant personality.
• Discretion and confidentiality.
• Ability to multitask and prioritize daily workload.
• Proficiency in English.
• Strong verbal and written communications skills.
• Excellent knowledge in Microsoft Office and word processing and other relevant statistical applications.
• Demonstrated expertise working with management teams.
• Critical thinking and problem-solving.