Personal Assistant at African Institute for Health and Development

Job Summary

The African Institute for Health and Development (AIHD) is seeking to recruit
a Personal Assistant to support the Head of the Vector Borne and Neglected Tropical Diseases Unit (VBNTDU), under the Accelerating Resilient Innovative and Sustainable Elimination of NTDs II (ARISE II) program. S/he will be based at the Vector Borne and Neglected Tropical Diseases Unit (VBNTDU) in the Ministry of Health (MoH). The officer will provide personalized administrative and secretarial support in a well-organized and timely manner. S/he will work on a one-to-one basis on a variety of tasks related to communication and the activities the Unit’s Head partakes.

Duties and responsibilities

• Provide comprehensive administrative and organizational support to the Head VBNTDU.
• Maintain the calendar of events of the Head VBNTDU with timely reminders on pending and upcoming events, including but not limited to scheduling appointments, meetings, and events.
• Handle incoming and outgoing communication as and when directed by the Head,
• VBNTDU, including letters, memos, travel clearances and leave forms.
• Anticipate deadlines and proactively address time sensitive matters.
• Attend meetings and workshops as and when directed by the Head VBNTDU.
• Coordinate travel plans and prepare travel itineraries for the Head, ensuring all necessary arrangements are in place.
• Organize and manage the office space, including filing systems and office supplies.
• Prepare reports, speeches and presentations as required.
• Liaise with the M&E Officer for updates on planned activities, meetings, and workshops, ensuring adherence to set Ministry of Health requirements.
• Act as liaison between the Head and other VBNTDU staff members.
• Handle information with confidentiality and discretion and distribute it to relevant parties.

Qualifications and Skills

• A Bachelor’s Degree in a relevant field from a recognized university.
• Proven experience as a personal or executive assistant.
• Excellent organizational and multitasking abilities.
• Strong written and verbal communication skills.
• Proficiency in office software and technology.
• Discretion, integrity, and the ability to handle confidential information.
• Ability to work under pressure.
• Excellent computer skills (Word, Excel, PowerPoint etc).