IANPHI recrute 01 Assistant de projet

MISSION

Organisation: International Association of National Public Health Institutes (IANPHI)

Position: Project Assistant

Area: Public Health

Type of contract: Temporary (CDD), 18 months, full-time position 

Starting date: March 18, 2024

Address: The Association Secretariat is located at Santé publique France, 12 rue du Val d’Osne, 94415 Saint-Maurice.

PRESENTATION OF THE ORGANIZATION

The International Association of National Institutes of Public Health (IANPHI) is a network of directors of national public health institutes (NPHIs) (www.ianphi.org) which currently counts with 124 members, covers 103 countries and is structured into four regional networks (Africa, Asia, Europe and Latin America). Its mission is to strengthen global public health capacities by connecting national public health institutes across the world to build global capacities and to create a fairer world. IANPHI is an inclusive and independent professional association, which promotes an evidence-based approach to public health and strives for scientific excellence. 

Since 2016, the IANPHI Secretariat has been hosted in Paris by Santé publique France, the French Agency of Public Health. The Secretariat plays a central role in the organization of the Association and the animation of activities under the guidance of the President, the Secretary General, and the Executive Board of Directors. IANPHI has an office in the United States, based at Emory University, Atlanta. The Association is an international non-profit association under Belgian law. The IANPHI Secretariat team is composed of 3 staff members, one apprentice and one intern. 

JOB DESCRIPTION

Mission: The IANPHI Project Assistant will have a central role in the various administrative-related activities of the IANPHI Secretariat and will contribute to the planning and implementation of communication and event organization activities. This role is essential to support the activities of the Secretariat.

Administrative-related activities (50%) 

• Administrative and financial support to a Bill and Melinda Gates Foundation (BMGF) funded project (40%)
  • Organization of face-to-face, hybrid and online meetings between all stakeholders engaged in the project, including meeting of the project oversight committee.
  • Preparation of meeting minutes and follow-up of actions 
  • Organization of travel and accommodations 
  • Preparation of financial statements, collection of invoices, etc. 
• Support to the Secretariat’s administrative missions (10%)
  • Support the Executive Board meetings and the General Assembly with the preparation of draft background documents, highlights of meetings, EB decisions, etc.
  • Support to comply with Belgian law and regulations, relations with insurance providers for the Organization, etc. 
  • Support to administrative and contractual matters with service providers and subscriptions 
  • Support to budget and annual account preparation 
  • Monitoring and archiving incoming emails and documents of the Secretariat  
  • Organization of travel and accommodations for the Secretariat, President, Executive Board advisors, etc. 
  • Assist in the preparation of reports, notes, letters, etc. 

Contribution to the planning and implementation of communication and event organization activities (50%)

• Strengthen the Communication Strategy
  • Format and design of IANPHI documents and reports
  • Develop and harmonize IANPHI templates for emails, letters, minutes, summaries, Executive Board highlights and decisions, etc.
  • Coordination of the Communications calendar of the Association in collaboration with the relevant stakeholders including the U.S. Office (email campaigns, social media campaigns, etc.)
  • Contribute to defining a revised communication strategy and its implementation
• Activities related to strengthening the network of directors, institutes and partners
  • Support the preparation and technical organization of webinars: invitations, registrations, technical support, summaries, etc.
  • Organizational support to the Annual Meetings and Regional Network’s Meetings (face-to-face, hybrid, online)
  • Support for the operational organization of public health institute evaluations and surveys, carrying out preparatory work (monitoring and documentary research, writing summaries, etc.)
  • Provide responses, support and guidance to members and partners

Please note that the percentage of time is indicative.

PROFILE

Diploma: Administrative Management, Languages (such as LEA, LLCE, etc.), International relations, etc.

Experience: Experience in providing a variety of office support tasks in an international and dynamic environment.

Knowledge

• Excellent writing and communication skills in English and French, if possible native English speaker. Fluency in a third language would be an advantage. 
• Knowledge of office administration or international organizations 
• Experience in organizing events and conferences (online, hybrid and face-to-face) would be an advantage 
• Interest or previous experience in communications would be an advantage 

Functional skills 

• Project management skills – planning, methodology 
• Ability to analyze and synthesize 
• Ability to write administrative documents (letters, calls for applications, etc.) 
• Ability to write documents for internal use (notes, letters, minutes, etc.) 
• Mastery of Microsoft Office (Outlook, Word, Excel, PowerPoint) 
• Mastery of online and hybrid meeting tools (Zoom) 
• Mastery of graphic tools, survey creation program 

Social skills 

• Autonomy, initiative and proactivity 
• Problem solving approach 
• Experience in working in a multilingual environment  
• Teamwork capacities 

Salaire

A work permit in France is required.

Temporary position, 18 months, starting on March 18, 2024. 166 hours per month, 38,3 hours per week.

Range of monthly salary according to years of experience. With Master diploma level: From 0 to 2 years of experience, net salary prior income tax from approx. 2 100 EUR to 2 250 EUR. Please note that the monthly salary will increase according to years of experience.

Leave entitlement per year: 25 days of paid leave + 20 days “RTT” (to compensate hours worked beyond 35 hours a week as per French law).

Teleworking: 3 days per week maximum. 2 days per week at the Secretariat Office in Paris.

Meal tickets: 9,48 EUR (60% covered by the employer) per teleworking day.

Comment postuler

Submission of CV and cover letter to secretariat@ianphi.org with the reference « IANPHI – Project Assistant » by email before February 19, 2024.