PA to COO and Finance Director

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mothers2mothers (m2m) is an Africa-based NGO that unlocks the potential of women to eliminate paediatric AIDS and create healthy families across ten sub-Saharan African countries. m2m trains, employs, and helps empower women living with HIV  to work as community healthcare workers in understaffed health centres and underserved communities. Through a peer-to-peer approach, these ‘Mentor Mothers’ deliver a range of health services, advice, and support to women and their families. Started in Cape Town, South Africa in 2001 with an initial focus on preventing mother-to-child transmission of HIV, m2m has innovated and built on its strengths and now provides family-centred support for a range of related health and social issues spanning pregnancy, birth, childhood, and adolescence. It also partners with governments and other NGOs on the adoption of its programme to spread the Mentor Mother Model and its benefits. m2m has a track record of scaling its services and proven impact. To date, m2m has reached over 11M women and children under two, and created more than 11,000 jobs for African women living with HIV. For more, visit www.m2m.org.  

PA to COO and Finance Director

To provide administrative and office management support to the COO and FD. Manage and Coordinate South Africa Board meetings, committee meetings and correspondence with m2m’s South Africa Board. Build and maintain working relationships with head office teams as well as external teams and key stakeholders. Lead and manage special projects as needed. Position is based in Cape Town.

Key Performance Areas:

1. Personal Assistant to COO and Finance Director
Assist with all travel planning and accommodation bookings by making sure the required schedule is liaised with the Travel coordinator
Diary management and scheduling of internal and external meetings which would include inter-departmental meetings
Sending out correspondence and liaising on behalf of the COO and FD
Act as point person for all documentation, to be signed off by the COO and FD
Attending meetings, taking detailed minutes as required by both COO and FD with action plan and follow up on progress of action plan
Liquidation of Travel Expenses
Liquidation of all Credit Card Expenses
2.    Support to the Policy Review Development Committee – PRDC and Crisis Management Team (CMT)
Act as Secretary, for the PRDC
Manage the Policy Share Drive and Numbering System
Take minutes of PRDC and CMT meetings and distribute to Committee members for review and approval
3.  Finance Administration
Assist with the payment documentation, once payments are done (stamping, making sure documentation is signed off)
Numbering and filing of payments
Manage and reconcile the Petty Cash box
Electronic and physical filing of all South African (HO and SA Programs) Journal Vouchers
Manage the Vendor Master Checklist and do debarment checks for new Vendors
Filing of all New Vendor Documentation
Creating Purchase Requisitions as required
Coordination of all Finance Staff meetings and minutes
Assist with managing of the PR/TR database
4.  Administrative support to Operations Team
Meeting scheduling and coordination, including taking minutes and distribution thereof
Point person to Ops team, for all documentation which requires COO’s attention
Screening of COO’s calls and requests for appointments
Correspondence written and verbal on behalf of the COO, using initiative to respond and action where necessary.
Point person for Country Teams that requires action on all documentations to be signed by the COO
Liaise directly with the Country Directors to schedule meetings or coordinate activities on behalf of the COO
Creating Purchase Requisitions for purchases within the Operations unit
5.   Ad-Hoc
ODTT Committee member
Committee Member & Scribe for Annual Meeting Planning (this includes distribution of minutes etc.)
Coordinator of “Coffee Talk” Social Event
Any other additional tasks as may be assigned by the COO & FD
Qualifications and Experience:
Matric
Degree or Diploma in Administration/Finance or related field
At least 7 years’ experience Executive/Personal Assistant/ Secretarial/Administrative Qualification required
The incumbent is required to be resourceful and should have excellent trouble shooting and problem solving skills
Strong organizational skills is a must
Able to multi-task, prioritize task, independent thinker, excellent interpersonal skill and able to maintain confidential information
Competencies:
Ability to remain tactful under pressure and present a professional demeanour and communication style with co-workers and external parties at all times
Prior working experience within a non-governmental/non-profit organisation preferred
English fluency required
Good working knowledge of Microsoft Office (excellent Excel skills), comfortable with learning other information systems and able to perform internet searches strongly preferred
Experience scheduling meetings using videoconferencing applications including Zoom and Teams
Strong sense of responsibility, personal initiative and follow-through
Excellent written and verbal communication skills
Self-motivated, hardworking, diligent and reliable with a friendly, professional & energetic disposition.
Ability to work as part of a team and to coordinate across departments with sound judgement and diplomatic skills- team oriented with high levels of integrity and accountability.
mothers2mothers is an equal opportunity employer. We particularly encourage applications from people living with HIV and AIDS (PLWHA), people with disabilities, women and previously disadvantaged people.
Competitive salary packages will be negotiable in accordance with m2m’s remuneration policies.

To Apply:

Interested applicants should apply for this position via https://m2m.org/who-we-are/careers/ by 06 August 2021.

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