Graduate Executive Coordinator at The Management Sciences for Health (MSH)

Management Sciences for Health (MSH), a global health NGO, employs tried-and-true methodologies established over 40 years to assist leaders, health managers, and communities in poor countries in building better health systems for greater health impact. We seek to save lives by narrowing the gap between public health knowledge and action.

Title: Executive Coordinator

Job Requisition ID: R3305

Location: Abuja, Nigeria

Job type: Full time

Job Description

The Executive Coordinator holds a crucial role in providing analytical and administrative support to the Country Representative. The responsibilities of this role include:

• Analyzing incoming mails and memos and prioritizing them based on urgency and importance for the Country Representative’s attention.
• Coordinating the preparation of briefs, talking points, and presentations for the Country Representative’s review and use.
• Performing administrative tasks to support the daily business functions and operations, such as document preparation, file organization, meeting scheduling, and correspondence handling.
• Providing information and logistic support for the Country Representative’s travels.
• Acting as a liaison between team members and the Country Representative, assisting in scheduling meetings, procurement, and logistical needs for meetings, conferences, or other events.
• Developing and managing activity and event budgets for the Country Representative’s office and taking notes during meetings, as well as following up on action items.
• Supporting the coordination and promotion of MSH in Nigeria through appropriate media platforms.
• Planning logistics for high-level MSH visitors to Nigeria in collaboration with various MSH teams and projects.
• Ensuring compliance with MSH’s Procurement Integrity policy and safeguarding the organization’s assets against fraud or misuse while maintaining confidentiality.

Responsibilities

The key responsibilities of the Executive Coordinator include:

• Managing the Country Representative’s calendar, scheduling meetings, and appointments, and updating all appointments in Outlook.
• Corresponding on behalf of the Country Representative to schedule meetings, request information, or make arrangements both internally and externally.
• Serving as the primary point of contact for the Country Representative, including answering calls, responding to queries, and handling related emails.
• Preparing and formatting documents, developing presentations and reports, and maintaining organized notes and files.
• Providing logistics support for booking travel, accommodations, transport, and meeting scheduling for the Country Representative and international visitors.
• Assisting in meeting preparations, including scheduling, sending invitations, arranging office supplies and materials, drafting agendas, and coordinating attendance.
• Preparing briefing materials and talking points for the Country Representative before meetings.
• Managing MSH documentation and materials for sharing with stakeholders during meetings.
• Attending events with the Country Representative to manage meeting logistics and take notes during meetings.
• Creating activity budgets with cost estimates and managing activity funds, including per diems, reimbursements, and other expenses.
• Ensuring timely and appropriate disbursement of activity funds and following up on fuel reconciliations for vehicles.
• Planning procurements as needed and drafting and submitting requisitions.

Qualifications

• Bachelor’s Degree in Management, Social Sciences, Humanities, Communications, or Public Health.

Required:

• 0-2 years of relevant work experience in management support, administrative support, and communications.

Preferred:

• Relevant work experience in public health, international development, public relations, or related fields.
• Experience with the Nigerian government and public health sector.
• Experience with bilateral or multilateral agencies and non-governmental organizations.
• Excellent computer skills with proficiency in Microsoft Office Suite.
• Excellent writing and communication skills, especially in summarizing and organizing information and crafting clear and concise correspondence.
• Proactive, logical, and flexible approach to managing activities and problem-solving, especially under pressure.
• Demonstrated prioritization, organization, time-management, and multitasking abilities.
• Tact, professionalism, and effective collaboration with colleagues from diverse organizations.
• Basic procurement knowledge and skills.
• Demonstrated integrity, confidentiality, and approachability.

Deadline: Not Specified.

How to Apply: Interested and qualified candidates should Click Here to apply online