Job
Vacancy: Personal Assistant to the Executive Director
Background: Africa Mental Health Foundation (AMHF) is
a non-governmental organization whose main mandate is to conduct mental health
and substance use research to inform policy, practice, and the provision of
innovative, appropriate, affordable, available and accessible mental health and
substance use services to all.
Position Summary: Africa Mental Health Foundation is looking for Personal Assistant to The Executive Director on a Temporary basis.
Reporting to: Executive Director
Responsibilities:
- Proactively
manage and maintain the Executive Director diary/calendar and make
appointments.
- Organize
for relevant meetings, external conferences (Physical or Virtual) and
ensure that the Executive Director is well prepared for meetings.
- Effectively
act as a link of the Executive Director with others.
- Keep
the Executive Director informed of both local and international important
events/functions.
- Screening
phone calls, enquiries and requests, and handling them when appropriate
and also answering the Executive Director’s phone calls when he is not
available.
- Ensure
guest meeting with the Executive Director are well taken care of and
assisted.
- Draft
email and any other correspondence, take dictation and type/prepare
documents and reports ensuring that spelling, punctuation and format is
correct.
- Write,
edit and proofread correspondence on behalf of the Executive Director.
- Prepare
reports and presentation as directed by the Executive Director.
- Sort
the Executive Director emails/ mails and reports and inform him
immediately on urgent matters that needs priority.
- Ensure
proper filing system and storage of documents, articles, books and
magazines in the Executive Directors office.
- Take
minutes during meetings and later type them in the correct format.
- Assist
in grants/proposals, research paper writing and submitting papers to
specific journals as and when requested.
- Schedule
and manage all local and international travel arrangements for the
Executive Director – ensure flights, accommodation/hotel and transport
reservations and in order.
- Ensure
that the Executive Director’s office is clean and tidy at all times.
- Follow
up and ensure efficient communication on pending issues that require
department coordination by engaging actively with the relevant staff and
supervisors.
- Assist
in other official or personal tasks assigned
- Ensure
that the Executive Offices Personal Supplies and utilities are available
at all times, order for replenishment on a timely basis.
- Providing
logistical support for guests of the Foundation including but not limited
to: organizing accommodation, airport pickup, and local transportation and
developing and managing the local itinerary for their visit.
- Providing
logistical support to staff travelling out of the country by assisting the
Communication Officer in organizing their flights, visa applications,
accommodation, presentations and any other requirement of the trip.
- Ensure
prompt payment of all the Executive Director personal bills as required. –
Subscriptions, phones etc.
- Keep
records and documentation for all projects/programs for reference and
presentation to management and/or other relevant departments as directed.
This also includes maintaining the filing system and updating databases
for field records and other program/project related records.
- Provide
logistical support to the Projects Coordinator when the office is
organizing meetings, presentations, seminars, trainings or any other form
of event.
- Provide
administrative and logistical support for all programs/projects at the
Foundation.
Basic
Qualifications:
- Bachelor’s
Degree in a Business Administration/Public Relations
- Minimum
2 years of experience in related field and preferably a Personal Assistant
role.
- Professional
course in public relations /secretarial course will be an added advantage
Skills
and Competencies:
- Proficiency
in computer use, and type writing
- Excellent
interpersonal and customer service skills
- Should
demonstrate excellent spoken and written language skills with good
telephone etiquette
- Must
be highly organized, dependable result oriented and good time manager
- Must
have good presentation skills
- Initiative
and ability to operate independently
- Good
organisational skills
Application
Instructions:
Applications
should be received by 12th August, 2016.
We invite all candidates meeting the required qualifications to send applications including a detailed CV as an attachment to careers@amhf.or.ke.
NB: Only short listed candidates will be contacted.
Canvassing
will lead to automatic disqualification.