Executive Assistant
Ngo & Social Services Jobs
- CeSHHAR Zimbabwe
- Expires 05 Feb 2025
- Harare
- Full Time
Job Description
CeSHHAR Zimbabwe is an organisation that specialises in population health research and programming, including on sexual and reproductive health and HIV/AIDS. CeSHHAR has an extensive national, regional, and international academic and community partnership network. CeSHHAR has a diverse range of funders which include the Wellcome Trust, the Bill and Melinda Gates Foundation, United States NIH, UK Medical Research Council, Templeton World Charity Foundation, USAID, Global Fund for AIDS TB and Malaria, UNICEF and UNFPA. We partner very closely with the Liverpool School of Tropical Medicine (UK), Zimbabwe's Ministry of Health and Childcare and international and regional centres of research excellence to evaluate national programmes and determine the impact, uptake, and cost effectiveness of novel reproductive health interventions. Reporting to the Director of Climate– The Executive Assistant, Environment and Health plays a critical role in supporting the Director’s administrative responsibilities. Typically, this role is a combination of office management, administrative tasks, coordination and communication support, streamlining and prioritizing workflows. The Executive Assistant role is essential for ensuring that the Director can focus on their core academic and research priorities while maintaining smooth operations across their various professional commitments.
Duties and Responsibilities
• Manage calendars and schedules of appointments and meetings;
• Arrange travel and hotel accommodations;
• Provide comprehensive support services in ensuring the tracking of key follow-up activities and priority tasks;
• Prioritizing inquiries and requests, troubleshooting to ensure smooth day-to-day engagements;
• Supporting with internal and external communications.
• Publications: Upload manuscripts;
• Literature Reviews: Assist in gathering, organizing, and summarizing academic articles and research papers on climate and health-related topics;
• Grant Applications: Provide support in preparing and submitting grant proposals, including coordinating with collaborators and managing deadlines
• Data Management: Organize datasets, ensure proper documentation, and facilitate access for ongoing research projects.
• Contribute to the coordination of meetings, lectures, workshops, seminars, key events and conferences related to climate, environment, and health topics on behalf of the Director etc.;
• Attend meetings, prepae minutes and summaries;
• Assist with financial acquittals;
• Maintain accurate and up to date records on agreed deliverables;
• Ensure the Director’s schedule aligns with their academic and research commitments;
• Correspondence: Draft, proofread, and manage emails, support letters, and other communications on behalf of the Director;
• Document Preparation: Prepare agendas, minutes, and reports for meetings, ensuring follow-up on key decisions.
• Facilitate interaction with various external partners through written, verbal, and electronic communication;
• Coordinate logistical arrangements related to visits by funders, officials, stakeholders etc;
• Contribute to knowledge building and knowledge sharing related to administrative and operations support;
• Assist in other administrative tasks as needed.
• Stakeholder Engagement: Liaise with collaborators, institutions, and funding bodies on behalf of the Director;
• Outreach: Coordinate with organizations and policymakers for events, policy briefs, and climate-health advocacy;
• Conference Management: Assist in coordinating participation in international and national conferences, including handling logistics and submissions.
• Travel Planning: Organize travel arrangements for fieldwork, conferences, and meetings, ensuring compliance with CeSHHAR policies;
• Expense Management: Track and manage budgets for travel, research grants, and other expenditures.
• Social Media and Website Management: Assist in managing the Director’s online presence, including updating websites, social media accounts, and blogs;
• Outreach Materials: Help create and disseminate newsletters, brochures, and other communication materials related to climate and health research;
• Effective communication and information management support in liaison with the Communications Specialist to facilitate flow of information and communication within and outside CeSHHAR;
• Be proactive and keep the Director informed for timely action/response;
• Draft routine correspondence and interdepartmental circulars;
• Maintain and organize up to date files for easy access and retrieval;
• Ensure safekeeping of confidential materials.
• Policy Impact: Help translate research findings into actionable policy recommendations, working with public health or environmental organizations
• Long-Term Goals: Assist in organizing and monitoring timelines for long-term research and academic projects.
Qualifications and Experience
Bachelor’s degree in Business Administration or Public Administration is an asset ,At least 5 years of progressively responsible experience with administrative, office management, or programme experience, Experience in the use of computer applications, software packages such as Microsoft Office, and web-based management systems is an asset; Strong Organizational Skills, Ability to manage multiple priorities and deadlines efficiently; Research Proficiency, Familiarity with climate, environment, and health topics or a willingness to learn; Technical Skills: Proficiency in tools like Microsoft Office, research databases, and reference management software. Self-motivated; Strong interpersonal skills, especially in the areas of managing stakeholders with good diplomacy; Ability to work in a multidisciplinary environment; Excellent written and verbal communication skills, including the ability to draft high-quality correspondence; Ability to handle sensitive information with discretion; Flexibility to manage academic and operational tasks in a dynamic research environment.
How to Apply
TO APPLY
Step 1: Click the apply button below
Step 2: If you are interested in the above position, please email your CV and application cover letter addressed to Human Resources and send to vacancies@ceshhar.co.zw. Indicate the position and duty station you are applying for in the subject line. Only short-listed applicants will be contacted.
CeSHHAR Zimbabwe is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, sexual orientation, religious and ethnic backgrounds, including persons living with disabilities, to apply.
The successful candidate will undergo relevant background checks and will be required to commit in writing to comply with the CeSHHAR Zimbabwe safeguarding guidelines.
