Personal Assistant to the Chief Executive Officer at National AIDS Control Council

Business Purpose/Objective

Responsible for providing effective confidential and public relations services to the office of the Chief Executive Officer.  Specific duties include preparing correspondence, providing information to staff and stakeholders, scheduling appointments to ensure efficient and effective progress in all commitments.

Core Working Relationships

Head, Legal Services, Deputy Directors, Board Members and Ministry of Health liaison officers

Accountabilities (Responsibilities)

• Maintain  efficient  and effective  communication  channels  between  the  Office  of  the  Chief Executive Officer; the Council Chairperson; Council members; other departments and external customers to ensure professional interface and superior customer service
• Maintain the Chief Executive Officer’s calendar and schedule of appointments, screen requests for meetings, synchronizeoffice and personal diaries to ensure that appointments do not overlap.
• Coordinate  the  preparation  of  both  local  and  international  itineraries  for  the  Chief  Executive Officer; confirm travel bookings, freight and hotel reservations
• In chargeof the preparation of board agenda documents and circulation
• Coordination of logistics and administrative support towards organization of meetings convened by the Chief Executive Officer
• Plan and manage special assignments
• Draft  routine  correspondence  and  reports;  proofread  a  wide  variety  of  general  reports,  letters, and memos and independently compose correspondence on routine administrative matters
• Handle  routine  matters  personally  and  determine  and  forward  priority  matters  to  the  Chief Executive Officer or appropriate officers accordingly
• Handle  enquiries  and  complaints,  brief  the  Chief  Executive  Officer  of  sticky  and  unresolved issues requiring prompt decision-making to ensure customer satisfaction •monitor and control office expenditure
• Attend meetings; take notes or minutes as per the Chief Executive Officer’s instructions

Educational

• Must possess a Master’s degree in either Public Health, Epidemiology, Law, Social  Sciences,  Business  Management,  Public  Administration, Public Relations, Communicationor any other relevant degree.
• Must have a Bachelor’s Degree in relevant field.
• Applicants  who  demonstrate High  level  Proficiency  in  Computer keyboard  operations and  transcription  skills shall  be  accordedan added advantage

Experience

Minimum seven (7) years relevant experience gained in providing support to top executive and senior management

Key competencies

• Considerable tact and poise including excellent communication and interpersonal skills and the ability to establish and maintain good working relationships with people from diverse backgrounds.
• Ability to maintain excellent public relations through courteous responses to inquiries and provide information within scope of responsibility.
• Effective time management skills and the ability to priorities workloads and work within tight deadlines.
• Ability to maintain confidentiality of privileged information and to ensure absolute discretion and sensitivity to confidential matters.
• Ability to produce consistently high-qualitywork in an intensely pressurized office environment.
• Ability to perform a variety of important sometimes urgent, confidential, and complex tasks with constantly changing priorities for top executives