Hiring: AfHEA Secretary

Organization: African Health Economics & Policy Association (AfHEA)

Duty Station/Location: Remote with occasional travel to AfHEA’s operational/conference host locations.

Expected Start Time: January 1, 2026

Background

The African Health Economics and Policy Association (AfHEA) is a bilingual (English and French) association of health economics and policy experts across Africa. AfHEA works to strengthen research, policy dialogue, and capacity-building in health economics and financing to advance equitable, efficient, and effective health systems across the continent. To enhance its governance and operational effectiveness, AfHEA seeks to engage a Consultant Secretary to provide governance, management, and conference planning support. The Secretary will play a pivotal role in coordinating AfHEA Board, management, and committee activities, serving as custodian of key documents, and ensuring effective communication across the Association’s bilingual membership.

Scope of Work/TOR

Under the leadership and direction of the Executive Director, the AfHEA Secretary shall carry out the following functions for the achievement of the objectives of the Association within stipulated timelines. In execution of his/her duties, the Secretary shall uphold the bi-lingual nature of the Association at all times. While this is primarily a consultancy role, it is expected to take up approximately 70% time commitment of the Consultant’s working capacity, given the scope of responsibilities across governance, management, and operations.The Secretary’s duties shall include but not limited to: 

1. Board Governance Duties and Responsibilities

• Plan and execute AfHEA Board meetings as per the Board’s Standard Operating Procedures. 
• Liaise with the Board Chair and Executive Director on the agenda for Board meetings. 
• Prepare the working documents and materials for all Board meetings and share with the Board members ahead of the meetings.
• Attend and take minutes during Board meetings. 
• Finalize and disseminate Board minutes to board members after approval by the Executive Director. 
• Oversee the planning and execution of Board’s sub-committees’ meetings.
• Attend and take minutes of the meetings held by each Board’s sub-committee.
• Disseminate Board sub-committees’ meetings minutes to the members. 
• Facilitate the Board members with all documentation required during each Board meeting. 

2. Management Duties and Responsibilities

• Oversee the planning and execution of Management and Executive Committee meetings on a regular basis or as may be required. 
• Liaise with the Executive Director (ED), Executive Committee members, the Director of Operations (DOO), and other senior managers to set meeting agendas, ensure relevant documentation is prepared, and follow up on agreed actions.
• Take and disseminate minutes of each Management and Executive Committee meeting upon approval by the Executive Director. 
• Participate in projects’ meetings, take minutes during the meetings and disseminate them to participants.  
• Be the custodian of all Association’s documents. 
• Support the Program team in putting together and reviewing all projects’ reports.
• Support the Program team in putting together the annual reports.  
• Take the lead in preparing and disseminating the end-of-year newsletter to AfHEA membership.
• Support the Finance team during the audit of the Association’s financials by availing the required documentation and information. 

3. Biennial Conference Planning Duties 

• Coordinate pre-conference activities, liaising with the organisers. 
• Oversee the formation and operationalisation of the conference committees including Scientific Committee, Overall Planning Committee, Local Organising Committee, Fundraising Committee, and Media, Marketing & Communications Committee, etc. 
• Prepare and regularly update the conference checklist, ensuring that it is adhered to. 
• Take charge of the abstracts management process, liaising with both the Scientific Committee and abstracts authors. 
• Be in charge of all communications with the conference participants. 
• Support the management of conference VIPs and high-level delegates.
• Participate in the procurement of conference service providers including professional conference organiser, conference venue, conference management system, interpretation and translation services, accommodation, and gala dinner etc. 
• Participate in mission visits to the conference host country. 
• Work closely with the Finance team to support conference financial planning. 
• Support the Media, Marketing & Communications Committee to produce conference-related materials and documents. 
• Support the IT and Website Management team in posting and updating conference-related materials on AfHEA website and social media platforms.
• Support the Fundraising Committee in executing their mandate, including developing sponsorship packages, signing sponsorship agreements, and sponsorship of selected conference participants as per AfHEA’s priorities.  
• Support the Conference Program Management Committee in putting together and overseeing the conference program and speakers including opening and closing ceremonies, gala dinner, oral presentations, poster presentations, and plenary sessions. 
• Provide oversight over the conference registration process and system, working closely with the professional conference organiser and Program team. 
• Collate all the reports from the conference rapporteurs and Chairs of the Program Management Committee. 
• Oversee the compilation and translation of the abstracts’ books. 
• Prepare the conference evaluation report.
• Together with the Program and Finance teams, put together the conference technical and financial reports as well as reports to each conference sponsor as may be required. 
• Participate in all meetings related to the conference, take minutes of each meeting and share the minutes with Management, staff, and conference committees as may be necessary.  

The Consultant shall also perform any other relevant functions as required by the Executive Director.

Deliverables and Timelines

• Regular: Minutes of Management/staff, Executive, and project meetings. Support with AfHEA technical and financial reports
• Quarterly: Minutes of Board meetings, Progress reports on Board and Executive Management activities.
• Annually: Annual reports and newsletters.
• Biennially: Conference abstracts book, Conference evaluation report, and other conference related materials.

Requirements

1. Academic Requirements

• Master’s degree in Health Economics, Health Policy, Health Systems, or a related field.

2. Technical and Functional Experience

• Minimum of 5 years of practical, demonstrated experience in senior administrative, governance, or operations roles in an international or regional organization, preferably in the health sector.
• Strong organizational, coordination, and governance support skills.
• Excellent written and spoken communication skills.
• Ability to liaise with various stakeholders, including government officials.

3. Desired Skills / Added Advantage

• Demonstrated experiences working for international development, health or social impact organizations, based in the African continent.
• Proven record in preparing high-quality reports, minutes, and communications.
• Experience in conference or large-scale event planning.
• Familiarity with African regional networks and international NGOs.
• Excellent bilingual (English and French) written and spoken communication skills.

4. Core Values

• Accountability
• Integrity
• Professionalism
• Confidentiality
• Attention to detail
• Respect for Diversity 

5. Core Competencies

• Ability to multitask and meet tight deadlines.
• Awareness and sensitivity regarding board and conference related management 
• Experience contributing to a diverse and inclusive workplace culture.
• Commitment to fostering a growth-oriented and inclusive workplace.
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

How to Apply

Interested candidates should submit:

1. A detailed up-to-date CV/resume outlining relevant skills and experiences and academic qualifications.
2. A cover letter explaining suitability for the role.
3. At least two references.

Applications should be sent via email to afhea24@gmail.com by September 21st, 2025 @ 11:59 PM GMT.

Only candidates who meet the requirements will be contacted

Female candidates are highly encouraged to apply.