Administrative Assistant – Act to End NTDs – West/Senegal 273 views0 applications

Job Summary:

Provides general administrative support to the USAID-funded, Act to End NTDs | West program intended to support disease-endemic countries to control and/or eliminate neglected tropical diseases (NTDs) with proven, cost-effective public health interventions to treat and measure treatment impact against seven NTDs: lymphatic filariasis, trachoma, onchocerciasis, schistosomiasis, and three intestinal worms known as soil-transmitted helminths.

Under the supervision of Act to End NTDs | West Senegal’s Human Resources Specialist, the Administrative Assistant will have the following responsibilities:

Accountabilities:

• Receptionist duties and related services, including answering the telephone.
• Work with technical and support staff to ensure flexible administrative processes.
• Organize all project transportation needs for workshops, meetings and site visits.
• Maintain the project library, setting up new files if necessary and ensuring that documents are regularly filed.
• Help the senior team write and type routine correspondence.
• Maintain filing systems and other office systems.
• Manage communication, including phone, fax and email.
• Assist in preparing programs for visitors, including hotel bookings, airport transfers, ticketing, etc.
• Help to organize travel schedules and related logistics, as well as reimbursement requests for staff.
• Maintain the office environment and stationery supplies with appropriate records.
• Liaise with appropriate units for repair, supply and maintenance of office facilities.
• In collaboration with the procurement officer, help fill out the procurement forms – supply requests, purchase orders.
• Simple bid analysis.
• Demonstrate due diligence with suppliers.
• Assist in processing of financial requests – payment requests, requests for travel advances, etc.
• Help fill out expense reports.
• Other duties as assigned.

Supervision Given/Received:

• Reports to Human Resources Specialist.

Education:

• At least a 3-year university degree, preferably in business administration.

Experience:

• 0-3 years’ experience in administrative support.
• Excellent organizational skills and attention to detail, ability to prioritize and manage multiple tasks.
• Standard reception procedures, note-taking technique, ability to write and type quickly.
• Good writing abilities, including grammar and spelling.
• Ability to synthesize and summarize verbally and in writing.
• Excellent written and oral communication and interpersonal skills. Respect for hierarchy, sense of discretion.
• Proficient in Microsoft Office products (Word, Excel, Outlook).
• Good command of English is required.

Typical Physical Demands:

• Typical office environment.
• Ability to sit and stand for extended periods of time.
• Ability to lift 5-50 lbs.

Technology to be Used:

• Personal Computer, Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), e-mail, telephone, printer, calculator, copier, cell phones, PDAs and other handheld devices.

Travel Requirements:

Less than 10%.

Must have legal permission to work in Senegal. Applications from female candidates are encouraged.

Disclaimer: Note the Compensation Band that appears on the job description is associated with those jobs assigned to the US Salary Structure and employees that are paid from US payroll.

• The Compensation Band for all national local employees aligns to the Compensation Structure based on the Country location

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

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