African Institute for Health and Development (AIHD)
Job Title: Personal Assistant
Job Type: Full Time
Qualification: Degree level
Experience: 2 years
Location: Nairobi
Job Field: Administration
Job Summary:
Join the dynamic team at the African Institute for Health and Development (AIHD) as a Personal Assistant. We are currently seeking a skilled individual to provide dedicated administrative and secretarial support to the Head of the Vector Borne and Neglected Tropical Diseases Unit (VBNTDU) as part of the Accelerating Resilient Innovative and Sustainable Elimination of NTDs II (ARISE II) program. This role offers an exciting opportunity to contribute to impactful healthcare initiatives while working in a collaborative and supportive environment.
Duties and Responsibilities:
- Comprehensive Administrative Support: Provide personalized administrative and organizational support to the Head VBNTDU, ensuring efficient operation of the unit.
- Calendar Management: Maintain the calendar of events for the Head VBNTDU, including scheduling appointments, meetings, and events, with timely reminders on pending and upcoming activities.
- Communication Management: Handle incoming and outgoing communication on behalf of the Head VBNTDU, including letters, memos, travel clearances, and leave forms, with professionalism and attention to detail.
- Deadline Management: Anticipate deadlines and proactively address time-sensitive matters to ensure smooth workflow and timely completion of tasks.
- Meeting Attendance: Attend meetings and workshops as directed by the Head VBNTDU, providing support and assistance as required.
- Travel Coordination: Coordinate travel plans and prepare travel itineraries for the Head, ensuring all necessary arrangements are in place for seamless travel experiences.
- Office Organization: Organize and manage the office space, including filing systems and office supplies, to maintain a tidy and efficient working environment.
- Report Preparation: Prepare reports, speeches, and presentations as required by the Head VBNTDU, demonstrating strong written and verbal communication skills.
- Liaison Duties: Act as a liaison between the Head VBNTDU and other staff members, facilitating communication and collaboration within the unit.
- Confidentiality Management: Handle information with confidentiality and discretion, ensuring sensitive data is distributed only to relevant parties in accordance with organizational policies.
Qualifications and Skills:
- Bachelor’s Degree in a relevant field from a recognized university.
- Proven experience as a personal or executive assistant, with a minimum of 2 years’ experience.
- Excellent organizational and multitasking abilities, with the capacity to manage multiple priorities effectively.
- Strong written and verbal communication skills, with proficiency in English language.
- Proficiency in office software and technology, including Microsoft Word, Excel, and PowerPoint.
- Discretion, integrity, and the ability to handle confidential information with professionalism.
- Ability to work under pressure and adapt to changing priorities in a fast-paced environment.
- Excellent computer skills and familiarity with office equipment and procedures.
How to Apply:
If you meet the qualifications and are ready to take on this exciting opportunity, we invite you to submit your application letter and detailed CV, along with the contact information of three referees, via email to info@aihdint.org and acopy to dkinagu@aihdint.org . Please ensure to include the job title “Personal Assistant” in the subject line of your email. Applications should be submitted no later than 22nd April, 2024, by 17:00hrs. Only shortlisted candidates will be contacted for further assessment.
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SAMPLE COVER LETTER FOR A PERSONAL ASSISTANT
Dear Hiring Manager,
I am writing to express my interest in the Personal Assistant position at the African Institute for Health and Development (AIHD), as advertised. With a Bachelor’s Degree in [Your Relevant Field] and over [X years] of experience in administrative support roles, I am confident in my ability to contribute effectively to your team and support the Head of the Vector Borne and Neglected Tropical Diseases Unit (VBNTDU) under the ARISE II program.
Throughout my career, I have demonstrated strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously. My experience includes comprehensive administrative support, calendar management, communication coordination, and office organization. I am proficient in office software and technology, including Microsoft Office Suite, and possess excellent written and verbal communication skills.
I am particularly drawn to this opportunity at AIHD because of the organization’s commitment to impactful healthcare initiatives and the opportunity to work in a collaborative and supportive environment. I am excited about the prospect of contributing to the success of the VBNTDU and supporting the mission of ARISE II.
Thank you for considering my application. I am eager to further discuss how my skills and experiences align with the needs of your team. I look forward to the possibility of contributing to the continued success of AIHD.
Sincerely,
[Your Name]
HOW TO BE A SUCCESSFUL APPLICANT FOR THE PERSONAL ASSISTANT ROLE
- Tailor Your Application: Customize your application materials, including your cover letter and CV, to highlight your relevant skills and experiences for the Personal Assistant role.
- Highlight Your Accomplishments: Showcase your achievements and accomplishments in previous administrative roles to demonstrate your value as a candidate.
- Demonstrate Attention to Detail: Pay close attention to application instructions and ensure that your materials are error-free and well-presented.
- Showcase Your Communication Skills: Emphasize your strong written and verbal communication skills, as effective communication is crucial for success in this role.
- Showcase Your Organizational Skills: Highlight your ability to manage multiple tasks, prioritize effectively, and maintain organized systems in previous roles.
- Be Professional: Present yourself professionally throughout the application process, from your initial contact to any subsequent interactions with the hiring team.
- Research the Company: Familiarize yourself with AIHD and the ARISE II program to demonstrate your genuine interest in the organization and its mission.
- Prepare for Interviews: Anticipate potential interview questions and prepare thoughtful responses that demonstrate your qualifications and fit for the role.
- Follow Up: After submitting your application, follow up with a thank-you email to express your appreciation for the opportunity and reiterate your interest in the position.
- Stay Positive: Maintain a positive attitude throughout the application process, and remain enthusiastic about the opportunity to join the AIHD team.
Possible Personal Assistant Interview Questions With Answers:
- Question: Can you describe your experience providing administrative support to senior-level executives? Answer: In my previous role as a Personal Assistant, I provided comprehensive administrative support to the CEO, including managing calendars, coordinating travel arrangements, and handling communication on their behalf.
- Question: How do you prioritize tasks and manage competing deadlines in a fast-paced environment? Answer: I prioritize tasks based on urgency and importance, utilizing tools like to-do lists and calendar reminders to ensure that deadlines are met. I also communicate proactively with stakeholders to manage expectations and adjust priorities as needed.
- Question: How do you handle confidential information and maintain discretion in your work? Answer: I understand the importance of confidentiality in this role and adhere to strict protocols for handling sensitive information. I maintain discretion in all communications and take appropriate measures to safeguard confidential data.
- Question: Can you provide an example of a challenging situation you encountered in a previous role and how you resolved it? Answer: In a previous role, I encountered a situation where a key stakeholder’s travel plans were disrupted due to unforeseen circumstances. I quickly reassessed the situation, made alternative arrangements, and communicated effectively to minimize disruption and ensure a smooth outcome.
- Question: How do you adapt to new technologies and software platforms? Answer: I am proactive in learning new technologies and software platforms, seeking out training opportunities and tutorials to enhance my skills. I am proficient in Microsoft Office Suite and have experience with various office management software.
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We wish you the best in your application process and remind you that AIHD is committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner. We are an equal employer and do not charge any application/recruitment fees, whether refundable or not.
To apply for this job email your details to info@aihdint.org
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