Kinshasa

EGPAF

Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) is on a mission to create a world where no mother, child, or family is devastated by HIV and AIDS, and we are making an impact. 

We are a proven leader in the global fight to end HIV and AIDS, and an advocate for every child to live a full and healthy life into adulthood. For more than 30 years, EGPAF has been a leader in meeting urgent needs in pediatric HIV and AIDS in the world’s most affected regions. We carry out our values of passion, innovation, teamwork, leadership, integrity, excellence and equity every day, while maximizing our impact in the communities we serve. 
Join us on our fight for an AIDS-free generation!

Title: Executive Assistant
Reports To: Country Director
Location: Kinshasa
Contract duration: Initially for 6 months with the possibility of renewal depending on funding

How will you fight for an AIDS-free generation?

The level of responsibility associated with the position as Executive Assistant requires the job holder to work independently, and with a high degree of diplomacy and sensitivity for confidential issues. The nature of the work might require occasional overtime work and availability after normal working hours.

The main objectives of the position are to provide a wide range of assistance to EGPAF Country Director, including workflow management, office administration and analytical work.

No two days are alike at EGPAF, but what can you expect as a Financial Analyst?
Under the overall supervision and guidance of the Country Director, the Executive Assistant will perform the following:

Workflow management

• Plan and maintain efficient office systems.
• Track and follow-up on documents, draft letters and memoranda, monitor incoming emails and general correspondence.
• Ensure secure filing of sensitive and confidential information.

Office Administration

• Organize and attend to multiple meetings, conference calls, appointments, luncheons and events to ensure that responsible management is well prepared.
• Arrange travel, visa and accommodation for the Country Director; arrange logistics for visiting delegations.
• Handle internal and general public enquiries;
• Screen telephone calls from within EGPAF and from external collaborators, and handle them as appropriate;
• Welcome and look after visitors; organize and maintain records and make and follow-up on appointments.
• Manage the recording of opinions, notes and confidential documents.
• Create a strong filing system in the Country Director office for prompt retrieval of documents.
• Create a follow up system in the Country Director office to track all in/out documents.

Analytical Work

• Produce documents, simple letters/memoranda/emails, briefing papers, reports, spreadsheets and presentations.
• Take notes at meetings, write letters, and prepare minutes as requested.
• Perform any other duties reasonably requested by the Country Director.

To be successful, you will have…

Selection Criteria Including desirable skills, knowledge and experience

• Hold a university degree in Administration, Communication, Business Management or any other related discipline, preferably supplemented with courses in secretarial training/administration/office management.
• Have a minimum of three (3) years working experience of progressively relevant and practical experience, in an executive office preferably in an international organization or company.
• Ability to communicate orally and in writing effectively in French or English, with a good working knowledge of the other language. A very good knowledge of English is mandatory.
• Competent in the use of standard Microsoft Office applications (Word, Excel, Access, PowerPoint).
• Demonstrated team building and inter-personal relationship.
• Ability to manage multiple, simultaneous and shifting demands, priorities and tight deadlines.
• Good planning skills will be highly desirable.
• Strong customer service skills, good organizational skills, ability to multitask, attention to details and ability to work with a diverse workforce.
• be of unquestionable integrity.

Bonus points if you have…

• Bilingual candidate (French and English proficiency)

How to apply

Please click on the link below no later than August 3rd, 2023 if you are interested with the position and if you have skills required. Please click on the link below to redirect to EGPAF recruitment website.

https://phe.tbe.taleo.net/phe02/ats/careers/v2/viewRequisition?org=PEDAIDS&cws=46&rid=3039

Recruitment for this position is reserved for people living in Kinshasa only. Selected candidates must be able to take the tests and/or the interviews by physically presenting themselves at our office in Kinshasa if the panel requests it. As recruitment is done locally in Kinshasa and its surroundings, any successful candidate who lives outside the place of recruitment will travel at his own expense to reach the workplace.

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As a global, multinational and multicultural organization, EGPAF believes that diversity in the workplace enriches our work and enhances our impact and effectiveness. We believe that employees have the right to work in a climate of mutual respect and integrity that promotes dignity and respect for all, and that enables them to reach their full potential. The Foundation is committed to advancing diversity, equity, inclusion, and belonging (DEI&B), and we strongly encourage those with the following identities to apply: BIPOC, women and non-binary, LGBTQIA+, individuals with disabilities, veterans, and other members of marginalized communities.

EGPAF provides equal employment opportunities (EEO) to all employees and applicants for employment regardless of race/ethnicity, color, religion, sex (including pregnancy, gender identity, gender expression, and sexual orientation), national origin, age, disability or genetics. In addition to federal law requirements, EGPAF complies with applicable state and local laws governing nondiscrimination in employment in every location in which the Foundation has facilities. 

The Foundation does not charge any fees at any stage of the recruitment process. If you are asked to pay a fee at any stage of recruitment, please contact fraud@pedaids.org.