[Closing date: 8 May 2019]
Established in 2003 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.
After 15 years of sustained growth, DNDi has built a team of approximately 200 full-time employees working across nine offices (Geneva, Rio de Janeiro, Kinshasa, Nairobi, New Delhi, Kuala Lumpur, New York, Tokyo, and Cape Town).
Since 2005, DNDi has clinical research projects on HAT in the Democratic Republic of Congo in partnership with the HAT National Control Programme (PNLTHA), and the office plays a vital role in providing essential logistical and financial support.
DNDi also aims to strengthen local capacities in clinical research on HAT, in particular with the support of the HAT platform in the endemic countries including DRC, Congo, Angola, Uganda, CAR, Chad, Sudan, South Sudan, and Guinée Conakry.
The Operations Department was created in 2011 to help the Executive Director focus on strategic activities. It coordinates DNDi infrastructure globally (finance, operational and strategic planning, human resources, information systems and technology, legal structuring, risk management and organisational development) and supports decision-making and flows of information across the organisation. It also provides oversight to business development and legal activities and liaison offices.
Purpose of the position
The Senior HR & Administration Officer establishes and maintains efficient administrative systems and procedures as well as control mechanisms to support the smooth running of the operations and ensure compliance with DNDi administrative, human resources, and travel & safety rules and procedures.
The Senior HR & Administration Officer manages the day-to-day human, and administrative resources of the office; conducts regular checks of the internal controls, manages the coordination of all travel requests with the travel agency and supervises all required administrative tasks linked to travels. S/he is accountable for the respect of dedicated DNDi’s policies and is accountable for updating any of them, with the approval of his management and Headquarters’ validation.
The Senior HR & Administration Officer manages the Administrative Assistant, support staff and interns as required.
Specific job responsibilities
Human resources (80%)
- Focal point for human resources department
- Oversee all HR related day to day operations and associated responsibilities
- Ensure all HR related tools, mechanisms, and processes are in place
- Participate as an active member of the Global HR team; provide input to meetings, discussions, projects, and liaise with colleagues in DNDi regional offices/Geneva regarding HR issues
- Manage payroll in compliance with DRC social and fiscal frameworks and DNDi policies
- Act as focal liaison with all social and fiscal administrations and ensure update of internal policies with local regulations
- Perform all HR processes for DRC employees: selection and recruitment, on-boarding, health and security requirements, performance management, discipline measures and end of contracts
- Act as focal point for employee’s health matters (contact with hospital, the CNSS, invoice check and validation process follow-up)
- Perform HR administrative and clerical function (e.g., contracts, holidays, benefits administration, etc.) and ensure effectiveness and accuracy in implementation and execution
- Manage, update, and maintain employees and consultants’ database, ensure that all employees and consultants’ contracts and personnel files are valid and up to date
- Act as focal point for the appraisal process
- Act as the focal point for employee trainings and/or professional development needs
- Review, update, and maintain local HR policies and rules in accordance with DNDi’s global HR framework and DRC labor, social and employment law
- Represent DNDi in the monthly NGO’s HR Forum
Administration and travel (20%)
- Supervise the administration and travel tasks
- Manage the Administrative Assistant and help in coordinating his/her workload and streamline processes
- Manage the security guards and cleaners (rosters, security process…)
- Coordinate office activities to secure efficiency
- Review, update, and maintain office policies and procedures in collaboration with HQ and implement/ensure all policies and procedures are known and available to all staff in the office
- Update and maintain the contracts of the office
- Inform every new DNDi team employee (supposed to travel) of DNDi Travel Request process and ensure the DNDi Travel Policy is well understood and applied
- Validate invoices from the travel agency
- Coordinate with Crisis24 to declare the travels to high level risk countries, to insure the communication of traveler’ contact details in the country of travel to Crisis24, to share with the concerned traveler the important information, travel recommendations and rules of conduct from Crisis 24
- Inform the insurance of every cancelled journey due to medical reasons, of any lost/rubbed luggage or any material damage during the professional travel, to provide with all the supporting documents in order to complete the declaration and the reimbursement claim within DNDi travel insurance company
- Provide administrative, logistic & HR support to clinical trial as requested by HAT team or any other R&D team
- Support to team on any requested and agreed issues relating to DNDi DRC and/or worldwide
- Engage in specific project as agreed with direct management line
Skills and attributes
- Ability to use initiative, prioritize, multi-task, and work well under pressure to meet deadlines
- Clear and systematic thinking that demonstrates good judgment and problem-solving competencies
- Very good communication skills in multicultural, multi-lingual environments
- Ability to work effectively as part of a multicultural team
- Well organized and structured
- Very good analytical skills
- Ability to contribute to the project delivery under minimum supervision
- Ability to manage small projects if delegated by upper levels with supervision
- Ability to supervise interns/volunteers
- Minimum of 6 years of relevant professional experience on a similar position within a Human Resources department
- Proven ability to work effectively in a team environment and matrix structure
- Experience of working in public and private sector is highly desirable
- Excellent organizational, interpersonal, and communication skills
- Proven ability to produce high quality work under tight deadlines, while simultaneously managing multiple projects
- Ability to work independently and be flexible, with keen attention to detail
- Genuine commitment to poverty-related global health, scientific research, medical innovation, or access to medicines issues in developing countries strongly preferred
- Graduate or post graduate degree
- Fluency in English
- Proficiency in local languages desirable
- Good knowledge of Microsoft Suite
- S/he reports to the Head of DRC Office with dotted lines to the Head of HR & Administration, DNDi Geneva
- Works with DNDi DRC and Geneva team
- Status: full time – permanent role
- Deadline for application: Accepting applications until 8 May 2019
- Only shortlisted candidates will be contacted