Job Description
Job Description
CeSHHAR Zimbabwe is an organisation that specialises in population health research and programming, including on sexual and reproductive health and HIV/AIDS. CeSHHAR has an extensive national, regional, and international academic and community partnership network. CeSHHAR has a diverse range of funders which include the Wellcome Trust, the Gates Foundation, UK Medical Research Council, Templeton World Charity Foundation, Global Fund for AIDS TB and Malaria, UNICEF and UNFPA. We partner very closely with the Liverpool School of Tropical Medicine (UK), Zimbabwe's Ministry of Health and Childcare and international and regional centres of research excellence to evaluate national programmes and determine the impact, uptake, and cost effectiveness of novel reproductive health interventions.Reporting to the Deputy Executive Director (Science) -The Executive Assistant (EA) provides comprehensive, high-level administrative, operational, and strategic support to the Deputy Executive Director & Principal Investigator (PI). Because the Deputy Director maintains a dual portfolio—driving institutional leadership alongside an active implementation research agenda in HIV and sexual and reproductive health (SRH)—the EA operates at the intersection of executive administration and research management. The ideal candidate is an exceptionally organized, proactive, and detail-oriented professional who can seamlessly manage complex scheduling, coordinate international stakeholder relations, and assist in keeping scientific grants and publications trackable and on schedule.
Duties and Responsibilities
Executive Administrative & Calendar Support
Advanced Calendar Management: Manage a complex, fast-changing calendar, strategically prioritizing requests that balance institutional operations, research timelines, and grant deadlines.
Meeting Preparation & Minutes: Coordinate, attend, and document high-level executive and research portfolio meetings; draft agendas, track action items, and ensure timely follow-up from team members.
Travel Coordination: Arrange detailed domestic and international travel itineraries, including flights, accommodations, visas, and local transport for global health conferences, site visits, and donor meetings.
Expense & Financial Liaison: Manage expense reports, travel reconciliations and reimbursements, ensuring compliance with institutional and donor policies.
2. Research Portfolio & Grant Liaison
Timeline Tracking: Maintain a master dashboard of deadlines for active research projects, progress reports, and upcoming abstract/manuscript submissions.
Document Compilation: Assist the Deputy Director in gathering administrative attachments and other required/support documents for grant proposals.
Scientific Correspondence: Proofread, format, and organize references for research briefs, presentations, and academic manuscripts.
Internal Team Bridge: Serve as a central point of contact for the Deputy Director’s project teams to ensure smooth communication flow.
3. Stakeholder & Relationship Management
Gatekeeping & Communication: Screen and prioritize incoming emails, phone calls, and correspondence, responding directly to routine inquiries with diplomacy and professionalism.
High-Level Liaison: Serve as a professional liaison between the project and external stakeholders.
Confidentiality: Handle highly sensitive institutional data, personnel matters, and proprietary research findings with absolute discretion
Qualifications and Experience
Bachelor’s degree required. A degree in Public Health, Health Administration, Business Administration, or a related field is highly preferred.
Experience
Minimum of 4–5 years of experience as an Executive Assistant, project coordinator, or research administrator supporting senior leadership.
Experience in research, academic, NGO, or global health setting is highly preferred. Familiarity with medical, public health, or scientific terminology (specifically relating to HIV/SRH) is a major asset.
Core Competencies
Hyper-Organization & Proactivity: Ability to anticipate the needs of a busy scientist-executive and stay three steps ahead of deadlines.
Tech-Savviness: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace. Experience with project management tools and reference management software (e.g., EndNote, Zotero) is a plus.
Strong Communication Skills: Exceptional written and verbal communication skills, with the ability to draft professional emails to international dignitaries and donors.
Adaptability: Comfort working in a fast-paced environment with moving parts, varying time zones, and overlapping operational and scientific priorities.
How to Apply
TO APPLY
Step 1: Click The Apply button below
Step 2: If you are interested in the above position, please email your CV and application cover letter addressed to Human Resources and send to vacancies@ceshhar.co.zw. Indicate the position you are applying for in the subject line. Only short-listed applicants will be contacted.
CeSHHAR Zimbabwe is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, sexual orientation, religious and ethnic backgrounds, including persons living with disabilities, to apply.
The successful candidate will undergo relevant background checks and will be required to commit in writing to comply with the CeSHHAR Zimbabwe safeguarding guidelines.