STRATEGIC ALLIANCE MANAGEMENT SERVICES PVT LTD

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Job Description

Personal Assistant to Country Director

Vital Strategies, Gurugram/ South Delhi

1. POSITION VACANT:  Personal Assistant to Country Director, Vital Strategies, Gurugram/ South Delhi*

2. ORGANIZATION BACKGROUND:

Vital Strategies is a respected international non-profit and global public health accelerator, working to address the most challenging health issues, to improve the quality of life for people around the world.

The organization envisions a world where everyone is protected by a strong public health system and works in close collaboration with governments, civil society, development organizations, and the private sector, to implement wide-ranging and impactful health programs across the world.

Areas of focus and attention for Vital Strategies include tobacco control, road safety, environmental health, obesity prevention, and cardiovascular health. The organization is closely engaged with health systems strengthening through high impact initiatives such as the Data-for-Health programme.

Vital Strategies is in the process of establishing operations in India and is presently involved in obtaining the requisite statutory clearances and assembling a high-quality team of resource persons.

For more information, please visit https://www.vitalstrategies.org/

3. JOB DESCRIPTION/ RESPONSIBILITIES:

Reporting to the Country Director, Vital Strategies India, the Personal Assistant to Country Director (PACD) will be responsible for providing comprehensive secretarial and administrative support. The PACD shall additionally provide organisational, , logistical as well as research support to the Country Director, apart from assisting with coordination and communication with Vital Strategies staff, government authorities and partners. The post-holder shall also be responsible for preparing various briefing notes and conducting secondary research and mining data bases for various reports, as required by the Country Director. The PACD’s working hours shall vary depending on the workloads of the Country Director, and are likely to consistently stretch beyond eight hours/ day during initial stages.

Key Roles and Responsibilities:

(1) Providing effective organizational, logistical and research support to the Country Director, including various administrative and secretarial duties, organizing all correspondence, appointments, travel arrangements and related logistics for and providing feedback and reminders on a regular basis;
(2) Preparing draft reports and letters on behalf of the Country Director, preparing briefing notes and summaries of key documents, as needed;
(3) Maintaining regular contact and liaison with key contacts and agencies as directed by the Country Director and acting as a filter for all visitors, enquires and contacts;
(4) Coordinating meetings of the Country Director and recording of minutes and major decisions;
(5) Taking care of logistics for senior management viz. travel bookings and stay arrangements, arranging and booking venues for meetings, recording of minutes of meetings etc.;
(6) Assisting the Country Director in the management of staff performance appraisals and recruitment process for all new appointments, including the completion of reference checks;
(7) Providing support and oversight of appointments, travel arrangements and related logistics for all Vital Strategies visitors as required;
(8) Overseeing hotel and travel contracts (car, train and flight bookings) and negotiating the best service and rates for the organization in coordination with the Admin Officer and other concerned officials;
(9) Devising and maintaining the office filing system, including organizing and maintaining general and confidential files, reference systems, address lists and other reference documents;
(10) Sourcing office supplies as per guidelines.

4. QUALIFICATIONS, EXPERIENCE AND COMPETENCIES:

Qualification:
(1) Bachelor’s Degree in Business Administration or other related technical, vocational, or professional qualification, preferably in Secretarial Practice, is essential;
(2) Good typing speed is essential;
(3) Formal knowledge of ‘Short Hand’ is desirable;
(4) Basic knowledge of administrative and/or operating protocols of a modern office and procedures of the research support function is required.

Experience:
(1) Minimum five years’ experience of working as an executive assistant to senior management, or handling the role of a senior administrator in an organization;
(2) Applicants having prior experience of working with the development sector, shall be at an advantage;
(3) Demonstrated experience of conducting secondary research is essential;
(4) Experience/ orientation to HR is desirable.

Skills and Competencies: 
(1) Short hand and computer knowledge;
(2) MS Office and English proficiency;
(3) Excellent verbal and written communications skills;
(4) Knowledge and skills of office management systems and procedures;
(5) Knowledge of handling of office documentation;
(6) Outstanding organisational and time management skills;
(7) Up-to-date with latest office gadgets and applications;
(8) Ability to multitask and prioritise daily workload;
(9) Discretion and confidentiality.

5. COMPENSATION OFFERED:

Gross compensation budgeted for the position is attractive. The offer made to the selected candidate shall be commensurate with qualifications, experience and salary history.

6. TENURE:

The successful candidate shall be issued an initial contract for a period of one year, extended annually based on performance.

7. LOCATION: Gurugram/ South Delhi*.

* The position shall initially be based at Gurugram, with possibility for relocation to South Delhi after about six months, depending on the location of the Country Office.

8. REFERENCE: PACD-VS

9. CONTACT INFORMATION:

Senior Consultant
Strategic Alliance Management Services P Ltd.
1/1B, Choudhary Hetram House, Bharat Nagar 
New Friends Colony, New Delhi 110 025
Phone Nos.: 011- 2684 2162; 4165 3612 
Email: pacd-vs@sams.co.in

10. APPLICATION PROCESS:

Eligible candidates interested in this position, are requested to apply to pacd-vs@sams.co.in,  with a cover letter, discussing their interest in and suitability for the position, along with an updated resume, giving details of three references, current cost to organization and expected compensation, by or before August 8, 2017. For further details, please visit www.sams.co.in.