Executive Assistant/Secretary

POSITION ADVERTISEMENT
Elizabeth Glaser Paediatric Aids Foundation (EGPAF) is a USA based organisation with public health programs around the World. It creates a future of hope for children and families worldwide by eradicating paediatric AIDS, providing care and treatment for people with HIV and AIDS, and accelerating the discovery of new treatments for other serious and life threatening paediatric illnesses. EGPAF`s work is funded through private donations, PEPFAR (via the US Agency for International Development – USAID), UNICEF and ViiV Partnership Health.
The foundation invites suitable candidates to launch their applications for this vacant position.

Job Title: Executive Assistant/Secretary

Responsible to: Country Director

Location: Maseru

RESPONSIBILITIES AND TASKS:

1.1 Manage Country Directors diary

• Schedule and coordinate the Country Director’s appointments and meetings relevant to the work of EGPAF;
• Provide events for the shared calendar as directed by the Country Director
• Conduct weekly dairy meetings with the Country Director to discuss upcoming engagements, invitations and other requests.
1.2 Organize meetings on behalf of Country Director

• Prepare agenda for meetings in which the CD is a chair, or on request;
• Prepare minutes and take follow up actions on behalf of the CD as needed;
• Participate in Senior Management Team meetings, take notes and distribute as directed by the CD.

1.3 Secretarial Duties

• Scrutinize, organize and highlight emails sent to CD, distribute these to relevant staff and print relevant attachments;
• Scrutinize and organize letters sent to CD and sort accordingly and distribute to appropriate staff;
• Prepare letters and replies per email and / or letters;
• Organize the CD’s files in hard and soft copies;
• Handle CD’s travel logistics, prepare travel reports, process per diems, make reservations and organize airport transfers as needed;
• Coordinate and submit monthly management reports or any other report as requested by the CD;
• Prepare research briefs on potential donors and partners and various topics under direction of the CD;
• Carry out other secretarial duties as assigned by the CD.

1.4 Coordination / managerial roles as delegated by the CD

• Actively follow up any task that has been delegated by the CD to another staff member to assure completion as soon as possible and at least before deadline;
• Act on behalf of the CD in specific occasions as instructed by the CD;
• Act as a liaison between the CD and country office as well as field office staff as needed;
• Respond on behalf of CD to inquiries for information regarding EGPAF and its work.

1.5 Support to other SMT Members

• Provide administrative support to senior management team as requested;
• Assist in selected personal administrative or logistic needs that would otherwise occupy CD’s working time.
1.6 Representation and Communication
• Organize and co-ordinate communication and education related meetings, prepare agenda, produce minutes, and ensure follow-up of action agreed in the policy meetings for EGPAF.
• Participate in external meetings and events as requested, including at local, regional and national levels.
• Collaborate with the MoHSW in matters related to communication and education.
• Represent the EGPAF programme to key stakeholders, partners and allies, donor agencies and government departments.
• In collaboration with other communication partners, participate in the design and finalization of all EGPAF communication and outreach materials.
• Support the PMTCT and care and treatment programme team to develop communication and outreach initiatives at community and district levels,
• Provide information, materials for outreach and advice as appropriate.
• Document PMTCT and care and treatment programme success stories and share these with partners at the local and national levels.
• Working with Regional Communications Officer, increase awareness among Lesotho media of paediatric AIDS and prevention issues and expand media coverage of Foundation’s work and of paediatric AIDS and prevention issues.
• Working with Regional Communications Officer develop and distribute press releases, media advisories, fact sheets and other appropriate materials to support media coverage of Foundation and partner activities
• Working with the EGPAF Regional Communications Officer prepares EGPAF leadership and other spokespersons for media interviews and/or presentations.
• Develop visibility materials describing Lesotho Country program, activities and achievements
• Establish relationships with USG Lesotho and other donor and partner media officers and coordinate and support media activities as appropriate.
• Prepare media and site briefs and speeches for senior EGPAF officers.
• Participate in periodic Communication conference calls.
QUALIFICATIONS:

Education:
• BA Administration or BA degree in Mass Communication.

Experience:
• 3 to 5 years progressive work experience as an Executive Secretary or Communication Officer;
• Previous experience in working with international NGOs is an added advantage preferably USG funded.

Essential Skills and Knowledge:

• Energetic, independent and self motivated
• Excellent analytical, oral and written communication skills
• Excellent management and diplomatic skills
• Ability to manage multiple priorities while working as part of team
• Good understanding of basic IT programs
• Knowledge of Lesotho national, and district government structure and operations,
• Knowledge of existing in country key players of HIV & AIDS related networks.

Languages:
Fluency in reading, writing, and speaking in both Sesotho and English.
Nothing in this job description restricts management rights to assign or reassign duties and responsibilities to this job at any time.
Elizabeth Glaser Pediatric AIDS Foundation is an equal opportunity employer. All qualified individuals are welcome to apply.
Interested candidates should send certified copies of their educational certificates, curriculum vitae and cover letter by the close of business( 13:30) on Friday, 8th August, 2014 to:
The HR Manager
Elizabeth Glaser Pediatric AIDS Foundation
1st floor Prosperity House, 4 Bowker Road, Maseru
Tel: 22311662 Fax: 2631 2729 or electronically to:Lesothojobs@pedaids.org