Vacancy title:
Executive Assistant

Jobs at:
Chemonics/GHSC-PSM

Deadline of this Job:
2nd October 2018

Duty Station:
Kigali, Rwanda

Summary
Date Posted: 19th September 2018 , Base Salary: Not Disclosed , Employment Type: Full-Time

About the Company

JOB DETAILS:
Scope of Work
Executive Assistant
The Global Health Supply Chain – Procurement and Supply Management
The USAID Global Health Supply Chain Program – Procurement and Supply Management (GHSC-PSM) project in Rwanda seeks to recruit an Executive Assistant reporting to the Country Director.
Background
The Global Health Supply Chain (GHSC) – Procurement and Supply Management (PSM) project will be the primary vehicle through which USAID will 1) procure and provide health commodities, 2) provide technical assistance to improve partner countries’ management of the supply chain, and 3) collaborate with key international stakeholders to support global health initiatives. There are three main task orders for the project: HIV/AIDS, President’s Malaria Initiative, and Population and Reproductive Health.
Purpose
The Executive Assistant supports the day-to-day management of the GHSC-PSM program. S/he assists the Country Director to ensure that the GHSC-PSM-Rwanda communicates effectively and timely to all key stakeholders, such as USAID, Chemonics Staff, various Government, and other organizations. S/he will work closely with the GHSC-PSM technical management team members to ensure coordinated communication with the field office management team and PMU including keeping an updated calendar for monitoring key project’s event and deliverables and submission of reports, internal and external, as well as timely completion of action items originating from management meetings. The Executive Assistant should comply with GSHC-PSM Ghana regulatory requirements and Chemonics’ policies and procedures.

Principal Duties and Responsibilities
Project Management Support, Communication and Coordination.
As Executive Assistant for the GHSC-PSM project in Rwanda, s/he is responsible for the following

principle duties and responsibilities:

• Provide support to the Country Director in overall project management functions. Schedule and attend the project management team meeting and other ad-hoc meetings as required. Produce and distribute minutes as assigned and do report.
  
• Develop and manage action item trackers and follow-up on action items with the person/s assigned.
  
• Assist the Country Director in managing emails, organizing project information, resources, and staff to respond to time-sensitive requests from funding agencies, partners and stakeholders.
  
• Serve as point person managing requests to the Country Director, ensuring that information is gathered, and draft responses in a timely manner.
  
• Manage and ensure that all requests for technical, contractual, financial and operational assistance are being attended to and are executed in a timely and efficient manner.
  
• Serve as liaison between GHSC-PSM Country Director, internal technical teams, and the PMU.
  
• Communicate with GHSC-PSM Country Team to ensure information flow and effective project support and follow-up.
  
• Develop and manage the filing system, record, review and file meeting discussions/minutes and other communications, manage action item trackers, manage approval processing for the Country Director.
  
• When assigned, disseminate programmatic and administrative information to the internal and external audience on behalf of the Country Director.
  
• Coordinate with all relevant teams within GHSC-PSM to manage and ensure documentation and file retention
  
• of all electronic and hard copy materials relevant to the project's technical and administrative operations, including MOUs, technical reports, monthly reports and the like.
  
• Reporting Management - transcribe, format, edit, collect, and compile information, coordinate presentations and reports; manage the reporting schedule.
  
• Correspondence Management - draft letters and documents; develop and manage correspondence filing and retrieval from the system for the Country Director;
  
• Calendar and Travel Management - schedule meetings, travel, and transportation; ensure efficient utilization of project resources through coordination of travels for the Country Director.
  
• Undertake other relevant activities as appropriately assigned by the Country Director.
  

Experience, Skills, and Qualifications Required

• Bachelor's degree in public health, social science, communications, business administration, or related field with 5 years of experience.
  
• Previous USAID experience strongly preferred
  
• Excellent organizational skills, demonstrated competence to assess priorities and manage a variety of activities in a time-sensitive environment and meet competing deadlines with attention to detail and quality of work.
  
• Excellent computer skills in Microsoft Office applications, in particular, MS Word, MS Excel, MS SharePoint, MS PowerPoint, MS Outlook
  
• Excellent ability to communicate clearly and concisely in written and spoken English proficiency required; knowledge of French is a plus.
  
• Demonstrated ability to successfully participate in teams that respond to and meet the challenges of working together in a fast-paced work setting with technical staff.
  
• Excellent interpersonal skills and demonstrated ability to interact professionally with culturally and linguistically diverse staff, clients and consultants.
  
• Must be willing to travel countrywide as required.
  

Level of Effort and Location
This long-term position will be based in Kigali, Rwanda, with intermittent travel throughout the country.

Supervision
The Executive Assistant will report to the Country Director of GHSC-PSM project in Rwanda.