PATH recruits 01 Assistant de bureau
Job Description
Make a difference through rapid and creative innovation to increase health worker motivation.
PATH is a global nonprofit dedicated to achieving health equity. With more than 40 years of experience forging multisector partnerships, and with expertise in science, economics, technology, advocacy, and dozens of other specialties, PATH develops and scales up innovative solutions to the world’s most pressing health challenges.
PATH Senegal country program works in partnership with Ministry of Health towards improving the health of the Senegalese population. Since 2001, PATH has collaborated with government leaders, communities, health care workers, and other stakeholders to identify and deploy innovative approaches to combat malaria and other infectious diseases, strengthen health systems, improve reproductive health, and address the growing threat of non-communicable diseases.
Going forward, PATH will continue to expand its work and partnerships in Senegal to strengthen health systems, improve services, and bring high-quality care to women, children, and communities.
PATH is currently recruiting for a fixed term full-time Office Assistant to provide support for project activities in Senegal, for a fixed term employment of 1 Year renewable. The Office Assistant will perform the following tasks:
Duties and responsibilities
Office Administration
- Prepare workshops for all programs with activities in Senegal and sub-region
- Assist Country programs to prepare budget advances for workshop and/or meetings.
- Manage reception including telephones, visitors, receipt and distribution of packages and post, and managing outgoing packages and mail (local delivery through coordination with drivers).
- Travel arrangements for programs
- Maintain internal and external partners contact lists, ensuring accurate contact information.
- Keep an inventory of office stationery and supplies and when supplies are low; assist in placing orders or purchasing.
- Assistance in correspondence with partners and MoH.
- Small translating tasks, managing larger translating tasks using service provider(s), copying and printing documents as needed.
- Monitor office equipment (phones, copiers, projection equipment, printers, etc.) and alert appropriate staff about any issues or problems.
- Communicate with landlord
- Backup of other program assistants as requested
- Supporting 50% of the Program.
Support to Country programs, HR partner and Country Manager
- Manage country Director’s agenda
- Support planning and preparation of meetings and workshops (logistics and preparation of meeting room and documents as requested)
- Provide logistic support to country programs, Country Manager, Finance Manager and HR to travel including visa application, prepare RAT and TER, requesting approvals to PADM, hotel booking, air tickets, etc.
- Travel arrangements for Programs visitors’ domestic and international travel, including flights, hotel room reservation and airport pick up.
- Maintain staff schedule information and calendar of key activities.
- Assign trip number and complete RATs and process travel advances.
- Compile and process TER reimbursement or refunds, and ensure that supporting documents are in accordance with PATH travel regulation and procedures
Support program visitors
- Organize Senegal Management team (SMT) Committee (including team input) and take note after meeting and maintain the calendar.
- Supporting 40% of the Country Programs, HR partner and Country Manager.
Institutional Communication
- Manage PATH Senegal communication – Webpage, annual report, 2 pagers
- Organize PATH exhibitions as needed
- Represent PATH in meetings as requested
Tutorial development
Finance activities
- Manage the petty cash and replenishment
- Support office procurement including request for quotations, selection process, and developing PATH
- Purchase Orders and related documents
- Standard Operating Procedures development on petty cash usage (taxi, etc.)
- Supporting 5% of Finance activities
Facilities
- Act as a site maintenance manager, working closely with Finance and Operations manager to manage utilities, in particular maintenance (electricity, generator, and air conditioner services) but also office improvement and procurement of office furniture
- Coordinate the work of 3rd party companies on our premises
- Manage facility related suppliers (quotes requests…)
- Act as the Security and Safety focal point to maintain Emergency plan and others documents up to date
- Suppliers’ portfolio management as well as screening and selection of new suppliers.
- Supporting 5% of the Facilities.
Required Experience
- Bachelor’s degree in Business Administration or related field.
- Minimum of 3–5 years of directly related administrative and program support experience, or an equivalent combination of education and experience.
- Advanced Microsoft Office skills, especially Outlook, Word, Excel, and PowerPoint.
- Experience working with Box or any other online knowledge management solution(s).
- Excellent interpersonal and communication skills.
- Ability to work with multiple teams across diverse background
- Strong organizational skills.
- Adaptable to changing priorities.
- Effective time management.
- Experience working under deadlines.
- Proven ability to work in a team environment with minimal supervision.
- Fluency in English & French, including excellent written and oral communication skills.
- NGO experience is a plus.
- Must have legal authorization to work in Senegal.
PATH is dedicated to building an inclusive workforce where diversity is valued.
PATH is an equal opportunity employer. Every qualified applicant will be considered for employment. PATH does not discriminate based on race, color, religion, gender, gender identity or orientation, genetic information, age, national origin, marital status, disability status, political ideology, military or protected veteran status, or any other characteristic protected by applicable federal, state, or local law.
*PATH has become aware of scams involving false job offers.*
Please advise:
PATH will never ask for a fee during any stage of the recruitment process.
All active jobs are advertised directly on our career’s page.
Official PATH emails will always arrive from an @path.org or @silkroad.com address.
Closing date : 23 November 2021.