Job Vacancies At Ifakara Institute Of Health (IHI) - Various Posts

IFAKARA INSTITUTE OF HEALTH

Institute Overview

Ifakara Health Institute (IHI) is a leading research organization in Africa with a strong track record in developing, testing and validating innovations for health. Driven by a core strategic mandate for research, training and services, the Institute's work now spans a wide spectrum, covering biomedical and ecological sciences, intervention studies, health-systems research and policy translation.

Job Summary
Position: Personal Assistant to Chief Executive Director (1 post)
Reports To: Chief Executive Director
Work Station: Dar es Salaam
Apply By: February 16,2023

Position Summary

Ifakara Health Institute seeks a qualified and experienced Personal Assistant (PA) to the Chief Executive Director (CED). The PA will be responsible for providing high-quality support to the CED, while providing administrative support to the Chief Operations Officer, and the Director of Science, responsible for supporting preparations of all Board meetings, Committees of the Board and the Management Committee.

Duties and Responsibilities

• Manage diaries and exercise judgment in arranging meetings on behalf of the CED to ensure that urgent and important matters are prioritized by checking diaries against each other.
• Check meeting minutes on receipt to identify dates of future meetings, maintain awareness of dates of relevant conferences, and organize appropriate cover for meetings in the case of absence.
• Understand the CED's commitments and prioritize scheduled events or meetings.
• Provide support to the CED during meetings, ensure timely availability of the meeting minutes, and matters arising and report on the status of follow-up actions.
• Deal with highly confidential issues, recognizing such matters' sensitivity and possible reputational implications and ensuring appropriate liaison with managers and other internal and external colleagues. This will include human resources-related issues concerning staff.
• Maintain management meeting minutes and files confidentially.
• Ensure the CED is fully prepared and briefed for meetings and travel, reviewing background information and producing drafts of documents and/or briefing papers.
• Make travel arrangements for the CED, including all logistical and substantive aspects, sourcing tickets, and hotel booking.
• Maintain Board meeting minutes and sub-committee minutes.
• Manage internal and external contacts for the CED including making, receiving and screening telephone calls, processing incoming mail and e-mails, highlighting urgent and important items, and drafting replies or replying directly when required.
• Manage the filing system of correspondence and other papers, review existing files, and organize long-term storage as required.
• At all times when communicating, be responsive, polite, friendly, and efficient; the image of the Office of the CED represents the image of the IHI.
• Organize financial arrangements including payment and reimbursement of funds on behalf of the CED, liaising with the finance office and external organizations as necessary.
• Perform any other tasks as may be assigned by a supervisor.