Program Assistant

PATH, Kinshasa, Congo

Skill Required:, HR and AdminMonitoring and Evaluation
Preferred Experience: 
3 to 10 Years
Closing Date for Applications: 
26th August, 2015


Job Description

  • The HIV/TB Global Program works globally to prevent the spread of HIV and mitigate the impact of the epidemic.
  • PATH and its project partners are currently implementing a six-year integrated HIV/AIDS services program to reduce morbidity and mortality from, and transmission of HIV in the Democratic Republic of Congo (DRC).
  • PATH is seeking a Program Assistant, based in Kinshasa, to provide administrative, operational, and financial support to project and Kinshasa Office activities, in collaboration with the Senior Office Manager in Kinshasa.

Specific duties include:

  • Provide administrative, financial and operational support to the Kinshasa office.
  • Assist with estimating local costs for budgeting and processing invoices, payments and contracts.
  • Coordinate logistics for workshops and meetings as requested.
  • Make flight, hotel, and ground transportation arrangements for staff and visitors traveling to Kinshasa.
  • Complete travel documentation for staff per PATH and/or donor policy.
  • Manage invitation letters and confirmations for visitors.
  • Prepare agendas and organize materials for meetings.
  • Monitor program activities and track upcoming deadlines.
  • Assist with administrative tasks such as photocopying, faxing, and scanning.
  • Assist the Project Administrator (PADM) develop guidelines for file naming and work with teams to ensure appropriate archiving and back-up of information to meet donor and PATH requirements.
  • Maintain office files for the program.
  • Type, edit, format, proofread, distribute, and file correspondence, reports, and other project-related documents.
  • Assist the PADM to provide quality control for all procurement documentation, providing spot checks and feedback to staff.
  • Provide other administrative support assigned by the Director of Finance and Administration & PADM to ensure efficient and smooth project operations.

Required skills and experience:

  • This position requires a Bachelor’s level or a similar degree. Computer skills and at least 3 years’ experience in a similar role.   
  • Must possess strong analytical, planning, and organizational skills.
  • Basic knowledge of financial and contractual processes.
  • Ability to work with diverse vendors and stakeholders to organize frequent meetings, workshops, and travel.
  • Excellent time management skills and strong ability to prioritize.
  • Ability to maintain accurate records.
  • Collaborate and communicate effectively with team members.
  • Demonstrated ability to work successfully in multi-site, team-based structure.
  • Proficient in working with computer software and Microsoft Office applications.
  •  Excellent written and oral communication and presentation skills in French required; English proficiency preferred.
  • Applicants must have legal authorization to work in the DRC to be considered for this position.
  • Please submit a cover letter with your curriculum vitae/resume describing your interest in this position, how you meet the requirements, and previous experience with the above-listed job duties.
  • PATH is dedicated to diversity and is an equal opportunity employer.

Required Skills

  • Must possess strong analytical, planning, and organizational skills.
  • Basic knowledge of financial and contractual processes.
  • Ability to work with diverse vendors and stakeholders to organize frequent meetings, workshops, and travel.
  • Excellent time management skills and strong ability to prioritize.
  • Ability to maintain accurate records.
  • Collaborate and communicate effectively with team members.
  • Demonstrated ability to work successfully in multi-site, team-based structure.
  • Proficient in working with computer software and Microsoft Office applications.
  • Excellent written and oral communication and presentation skills in French required; English proficiency preferred.

Required Experience

  • This position requires a Bachelor’s level or a similar degree.
  • Computer skills and at least 3 years’ experience in a similar role.   
     

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