External Relations Administrative Assistant

Geneva, Switzerland
[Closing date: October 15, 2017]


Established in 2003, the Drugs for Neglected Diseases initiative (DNDi) is a not-for-profit research and development (R&D) organization that develops new, improved, and affordable medicines for deadly neglected diseases that afflict millions of the world’s poorest people.

The External Relations Departments aims to design, implement, and evaluate Policy, Advocacy, Communications, and Fundraising strategies.

The Communications team ensures wide, timely, and strategic dissemination of information on DNDi and research in the field of neglected diseases. Target audiences include national and international political leaders; the scientific community; the pharmaceutical and biotechnology industries; donor countries and organizations; civil society organisations; and the media.

To influence the R&D landscape for neglected diseases being part of DNDi’s mandate, the Policy and Advocacy team seeks to advocate for enhanced political leadership, sustainable financing, and sound public policies that will encourage greater needs-driven R&D.

The Fundraising Team seeks to develop and implementation the global fundraising strategy, by secure funding from private and public sources. The worldwide funding goal for DNDi is to secure €650 million by 2023. To date, DNDi secured €469 million.


Purpose of the position

Contributing to the financial sustainability of the organization, the External Relations Administrative Assistant will support the development and implementation of the Fundraising strategy globally and support administratively the Fundraising team mainly in Geneva but also in the Regional Offices. Tasks include updating the financial and contact database, organizing and archiving donor documentation and communication material, proactively following-up with DNDi’s Legal & Financial Departments and donors on contract obligations, supporting the annual financial auditing process by providing documentation to the Finance Department and the auditors, ensuring standard communication with donors such as acknowledging donor support, drafting other donor correspondence, organizing meetings with other teams and departments. The incumbent will work in collaboration with the Head of Fundraising and Fundraising teams worldwide and the External Affairs Director. 


Specific job responsibilities

Manage fundraising database

  • Work with the Fundraising team to ensure prospective and current donor information is updated in Salesforce
  • Update the fundraising calendar of activities for the Fundraising Department
  • Communicate database system changes, corrections, development needs, and maintenance requirements to the IT department
  • Extract data from database and create readable tables for staff and auditors
  • Prepare consolidated tables and sort information for the Fundraising team and other teams upon request

Support donor relationships

  • Support the Fundraising team and Head of Fundraising with donor activities, for example responding to requests for material required for events, donor meetings, conferences and other relevant tasks associated with donor meetings
  • Support the development of donor materials and presentations
  • Organize donor meetings via teleconference, video-conference, and in-person
  • Oversee the distribution of material to donors updating them on DNDi activities
  • Proofreading short documents and correspondence

General department organization activities

  • Schedule and organize all necessary Fundraising meetings including those involving other departments within DNDi
  • Provide the Legal and Finance Departments with donor contracts
  • Follow-up on documentation review by DNDi’s senior leadership
  • Execute other assigned duties necessary for the Department

Support team members

  • Whenever useful, provide administrative support to Fundraising team members to help them in their daily work

The above list of responsibilities is not exhaustive and you may be required to undertake other responsibilities appropriate to your grade. This job description may be subject to review.

Reporting line

  • S/he reports to the Head of Fundraising


  • S/he works with Communications, Advocacy, Finance and Legal Teams/departments
  • S/he maintains relationships with several organizational units including some outside DNDi, projecting the image of a reliable service provider or partner


Job requirements

Skills and attributes

  • Ability to prioritize, multi-task, and work well under pressure to meet deadlines
  • Ability to work effectively in a multicultural team with good communication skills in multicultural, multi-lingual environments
  • Strong communication skills in English (French and Spanish an asset)
  • Well organized, structured, and with a good capacity to adapt
  • Good analytical and problem solving skills
  • Delivers on objectives and goals
  • Ability to manage small projects if delegated by upper levels with close supervision
  • Experience with financial or donor database systems
  • Good level of proficiency with MS Office package (Word, PowerPoint, Outlook) and extensive experience with Excel
  • Good level of proficiency with Doodle, Meeting Planner


  • Over 3 years’ relevant experience
  • Proven ability to work effectively in a team environment and matrix structure
  • Experience of working in public and private sector is highly desirable
  • Experience in administration or fundraising or communication/event organization in the NGO or international organization field – preferably in health related organizations


  • Graduate university degree
  • Formal training or certification as required by the function

Other requirements

  • Fluency in English
  • Proficiency in local language desirable
  • Good knowledge of Microsoft Suite

Other information

  • Status: (Part time – 50% – Permanent role)        


To apply

  • Deadline for application: Accepting applications until October 15th.
  • Only shortlisted candidates will be contacted.