Job Advert Summary

TB HIV Care, in existence since 1929, is an internationally recognised non-profit organization. We provide health care services throughout South Africa to both the general population and communities at increased risk for HIV and TB, including adolescent girls and young women, sex workers and people who use drugs. TB HIV Care provides a stimulating work environment and the opportunity to work with leaders in the field of HIV and TB prevention and care. Our work culture is adapted to the constantly-evolving South African health care environment and will suit solution-driven team players interested in opportunities for career development while working to connect people with care.

Purpose of the position:

The purpose of this position is to provide a professional, effective administrative support and assistance to the Chief Financial Officer (CFO).

Minimum Requirements

• Degree / diploma in Secretarial/Business Administration; or two to three years related experience and/or training; or equivalent combination of education and experience
• Minimum of 5 years related experience in a medium sized organization
• Experience in online systems (e.g. Fraxion, SharePoint)
• Proficiency in Microsoft packages
• Proficiency in writing and verbal communication
• A valid driver’s licence

Duties and Responsibilities

• Processes managers’ correspondence and prepares drafts, edits and formats letters and documents; collects and analyzes information; initiates communications on behalf of the CFO.
• Manages telephone calls, coordinates daily and monthly schedule, coordinates arrangements for meetings and appointments for the CFO and provide support to direct reports as necessary,
• Maintains appointment schedule/diary by planning and scheduling meetings, conferences, online meetings for the CFO and provide support to direct reports as necessary,
• Maintains an effective and confidential recording and filing system, including archiving of the relevant records
• Processes documents requiring signature and assists with facilitating requests as necessary
• Provides administrative support to CFO teams as required (including managing banking relationships)

Meetings

• Attends to and monitors urgent enquiries and issues, ensuring that they are brought to the CFO’s attention and, where relevant, referring matters on to appropriate staff for response.
• Provides comprehensive support to meetings, including preparing minutes of meetings, transcription and dictation
• Liaises with internal departments and unit managers regarding operational issues
• Organises meetings and conferences, linking with venues and facilitators

Travel

• Provides coordination support for the CFO’s travel as well as CFO direct reports as required
• Assists the travel desk with ad hoc travel requests

Office Management

• Supports the office manager to ensures adequate office supplies by checking stock to determine inventory level and anticipating needed supplies
• Petty cash supervision and cash dispensing

Operations (subsidiary company)

• Provide active logistical and operational support for training activities (including accreditation)
• Provide administrative support for processing and signing of transactions
• Promotion and marketing of the subsidiary organisation’s profile through social media and other platforms

Other

• Follows up on work assigned to managers to ensure that deadlines are met
• Prepares reports by collecting and analyzing information as requested by CFO
• Other tasks as required by the CFO
• Provides operational support to the entities subsidiary company
• Arranging of events for staff related milestones and supporting team building activities