Communications Administrative Assistant 50%

Geneva, Switzerland
[Closing date: 18
 March 2018]                                                                 

    

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.

DNDi focuses on discovering and developing treatments for sleeping sickness (human African trypanosomiasis), Chagas disease, leishmaniasis, filarial infections, paediatric HIV, mycetoma, and hepatitis C. In 2016, in collaboration with the World Health Organization, DNDi launched the Global Antibiotic Research and Development Partnership, a not-for-profit research and development organization to develop new antibiotic treatments addressing antimicrobial resistance and to promote their responsible use for optimal conservation, while ensuring equitable access for all.

Since its inception, DNDi has developed seven new treatments for neglected patients for malaria, sleeping sickness, visceral leishmaniasis, Chagas disease, paediatric HIV with several new drug candidates in the R&D pipeline including two for sleeping sickness. Our objective is to deliver 16 to 18 new treatments by 2023, ensure equitable access to these treatments, and build a robust pipeline of new drug candidates.

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.

 

Purpose of the position

S/he provides administrative support with high level of quality in activities such as setting up and maintaining a Communication outlook calendar and assisting with administrative affairs for the team, procuring actively, and updating contacts in the database, organizing logistics for meetings and events, preparing documentation, supporting the work of the DNDi Travel Manager for Communications activities, and researching and tracking a list of key external events. Part of the role will be to act as an administrative assistant to the Head of Communications and Advocacy, though significant time is to be allocated to support the Communications team.

 

Specific job responsibilities

Calendars, planning, meetings

  • Maintain the Communications Team’s scientific and other events & editorial calendars on Google, Outlook & SharePoint, ensuring timely updates
  • Organize logistics (finding time slots, meeting rooms, videoconference facilities, etc.) for regular and ad hoc departmental meetings
  • Facilitate internal communication within the Communications Team, e.g. with minutes and action points shared soon after meetings
  • Assist Head of Communications with internal communications processes and in liaison with other departments (e.g. organisation of summer leave schedule, tracking of media and other subscriptions, keeping a list of external service providers and quote tracking), etc.

Events

  • Coordinate or act as focal point for overall logistics for occasional scientific, advocacy or other larger organizational events in Geneva and elsewhere (e.g. External Relations Week, DNDi stakeholder meetings, etc.)
  • Provide administrative support to Scientific Communications in determining and planning symposium and other scientific conference participation

Filing, data management, correspondence

  • Manage the Communications Team’s digital archives on Sharepoint and internal drives (W) to ensure clarity and ease of use for all global team members
  • Manage the Communications Team’s intranet page by updating, uploading or replacing content, as needed. Archive scientific papers, op-eds and commentaries that include DNDi co-authors in internal reference library
  • Assist in uploading of photo, video and other multimedia materials and related information on the digital asset management system, including content received from regional offices, ensuring that associated information, captioning and key word tagging are complete
  • Assist scientific and corporate communications with internal information requests (e.g., sourcing articles, providing DNDi publications lists, etc.)
  • Manage the team’s correspondence needs, including organizing shipments to offices and scientific conferences when needed
  • Manage physical inventory and archives of corporate publications and corporate merchandise to inform printing/re-ordering needs, including for regional offices

Other tasks

  • Act as back up to digital team during periods of heavy workload or staff absence
  • Provide other administrative support functions to the team, as needs and staffing evolve

 

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 and structured and good capacity to adapt
  • Good analytical and problem-solving skills
  • Deliver 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

Experience

  • 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

Education

  • 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

 

Reporting line

  • S/he reports to Head of Communications and Advocacy.

 

Interactions

  • Work with Communications, Advocacy, Finance and Legal teams/departments
  • Maintain relationships with several organizational units including some outside DNDi, projecting image of a reliable service provider or partner

 

Other information

  • Status: part time 50% – permanent role  

 

To apply

  • Deadline for application: Accepting applications until 18 March 2018
  • Only shortlisted candidates will be contacted.