Executive Office Assistant

Geneva, Switzerland
[Closing date: 1 March 2018]
                                                                 

    

Drugs for Neglected Diseases initiative (DNDi) is a collaborative, patients’ needs-driven, non-profit drug research and development (R&D) organization that is developing new treatments for Neglected Diseases (www.dndi.org).

In a context of sustained growth, DNDi is pursuing its organizational development, and has established an Executive Office as a platform for overall Executive and Governance coordination and decision-making. DNDi is managed by its Executive director (ED) and an Executive Team that includes the DNDi’s Operations Director, the R&D Director, the External Affairs Director, the International Development Director, the HIV/HCV Director and the GARDP Director. They meet on a weekly basis. The DNDi Board is composed of up to 13 members, including representatives of its Founding Partners. The Board usually meets twice a year for a two-day session, prepared by various sub committees.  The DNDi Scientific Advisory Committee (SAC) usually meets twice a year for a two or three-day session and is composed of 19 prominent scientists.

 

Specific job responsibilities

Working with the Executive Office Manager (80%)

  • Be an active part of a highly collaborative team in order to maintain constant and reliable support to the Executive Director and Executive Team
  • Offer administrative support to the Executive Director, including:
    • Organising travel, including liaison with the travel agency, booking train and flight tickets directly, arranging visas, preparation of his travel agenda, and supporting documents;
    • Organising meetings, maintaining and updating his agenda, arranging logistic support for meetings as required;
    • Organising expense claims;
    • Maintaining the filing of correspondence and Executive Office documents on SharePoint and other filing systems; and
    • Maintain the DNDi Stakeholder relationship database for the Executive Office contacts.
  • Offer administrative and logistic support for Executive Team meetings and Extended Executive Team meetings and offers administrative and logistic support for the preparation of the biannual Leadership meetings
  • Assist the coordination of the bimonthly all team meetings, including organizing the logistics, collating, compiling, formatting, and distributing the bimonthly report from all leaders, and updating the global calendar
  • Support the Executive Office Manager in organizing the Board of Directors’ meetings, including the logistics, travel of board members (including hotel rooming lists, arranging per diems), and meeting preparation
  • Assist the Executive Office Manager as required to prepare and edit communications, mails, letters, presentations, and other documents
  • Maintain active links with other executive/office assistants and managers to maximize internal coordination and facilitate internal planning
  • Serve as a point of contact within DNDi for internal and external queries. Uses discretion to ensure the correct flow of information, in and out, of the Executive Office
  • Liaise with the IT Department as required, including updating email distribution lists and using initiative to improve existing tools (eg SharePoint, global calendars)
  • Occasionally provide administrative support to other Executive Team members, as required

Working with the R&D and Executive Office Senior Officer (20%)

  • Provide high-quality administrative and clerical assistance to the R&D and Executive Office Senior Officer as required including during short term absences
  • Interact with the R&D Director, as requested, for signing documents scheduling and arranging logistics for meetings and events, preparing supporting documents, and other administrative support
  • Support the R&D and Executive Office Senior Officer in organizing the SAC meetings, including the logistics, travel of board members (including hotel rooming lists, arranging per diems), and meeting preparation
  • Liaise with Legal Department, as required, for governance matters, including the renewal of CDAs for SAC members and other policies
  • Support the International Development Director, as requested, particularly for meeting scheduling and logistics

Annual Action Plan

  • Coordinate meetings with the R&D Director, the R&D Portfolio and Planning Leader, the Finance Director to insure proper follow-up of the action plan process and identify the main milestones
  • Prepare a global explanatory documentation about Action Plan process and coordinate a team approach for their annual timelines and objectives
  • Compile, edit, and insure timeliness and completeness of the various draft versions of the Action Plan and the various documents to be incorporated (human resources plan, budget, timelines, risk register…) as well as the final document. Maintain the master of the action plan up to date and share with the adequate teams

 

Job requirements

Experience

  • Proven ability to work effectively in a multicultural team environment
  • Experience exercising discretion and confidentiality with sensitive information

Skills and attributes

  • Excellent organizational, planning, and IT skills. Structured, thorough approach to work, with a keen ability to use initiative, prioritize, and multi-task
  • Excellent attention to detail, clear thinking and ability to understand and connect elements of tasks and appropriately follow-up to ensure tasks are fully completed
  • Work well under pressure, flexible, can adjust priorities and meet deadlines in a busy environment
  • Systematic analytical thinking that demonstrates good judgment and problem-solving competencies
  • Excellent interpersonal, listening, and communication skills and ability to work effectively as part of a team and independently
  • Ability to manage small projects if delegated and willingness to learn and progress
  • Interest in global health, scientific research, medical innovation, and/or access to medicines issues
  • Good communication skills in multicultural, multi-lingual environments
  • Ability to work effectively as part of a multicultural, multi-lingual

Other requirements

  • Fluency in English
  • Proficiency in French an advantage
  • Excellent knowledge of Microsoft Office suite, including PowerPoint, strong formatting skills on Word, knowledge of SharePoint and SalesForce an advantage, or willingness to learn

 

Reporting line

  • S/he reports to the Executive Office Manager.

 

Other information

  • Status: (Full time – Permanent role)  

 

To apply

  • Deadline for application: Accepting applications until 1 March 2018
  • Only shortlisted candidates will be contacted.