Admin Assistant
VillageReach, Congo

VillageReach transforms health care delivery to reach everyone, so that each person has the health care needed to thrive.We develop solutions that improve equity and access to primary health care.This includes making sure products are available when and where they are needed and primary health care services are delivered to the most under-reached. Radical collaboration with governments, the private sector and other partners strengthen our ability to scale and sustain these solutions. Our work increases access to quality health care for more than 70 million people in Africa. VillageReach in incorporated in Washington State and has offices in Seattle (USA), Democratic Republic of Congo, Malawi, and Mozambique.

Under the leadership of the Operations Manager, you will perform these main tasks:

Essential Duties and Responsibilities include the following. Other duties, responsibilities, and activities may change or be assigned at any time.

Front desk:

• Front Desk management (réception, courrier, Visitor etc.)
• Ensure that the database of suppliers approved by VILLAGEREACH DRC is regularly updated on the basis of feedback on supplier performance.
• Support and participate in other tasks indicated by VillageReach.

Office administration:

• Help Coordinate office needs (managing the cleaner, painting, maintenance, etc.)
• Purchase of office stationery
• Office Refreshment / Kitchenware/suppliers/cleaning materials purchase and follow up
• Small Office supplies purchase and follow up (cartridge, paper, pen, envelopes, folders, etc.)
• Help on the Office maintenance (A/C, small repair etc.)
• Help Manage Field Office assets and logistics Needs _shipment follow-up.
• Help to organize and manage the structure of the storeroom
• Help Update the inventory of the office assets and submit the monthly country asset report.
• Help on the Internet Monitoring and recharge (all modems)/
• Assist Team needs in any Event /workshop.
• Scan, copy, and file documents on demand
• Participate in various meetings with stakeholders and produce minutes and reports.
• Produce minutes and reports of critical meetings with stakeholders.
• Submit all weekly and monthly administrative office reports.
• Handle routine administrative tasks, including answering calls, receiving mail and electronic communications, and routing messages and information to the appropriate people.
• Organize and maintain administrative files.
• Coordinate all refreshments for meetings, events, and office training.
• Ensure proper filing of all administrative documentation.
• Handle all incoming and outgoing correspondences with relevant partners.
• Prepares the journal of amounts paid to third parties paid to suppliers.

Travel Reservation:

• Help Manage Travel arrangements (local transport, visa, airport transfer, hotel, air ticket, mission Order, etc.)
• Responsible for Database for suppliers and negotiations and contracting with hotels and other suppliers)
• Help Handle all logistics tasks, including travel arrangements, accommodation booking, meeting preparation, material production, records keeping, and equipment hire.

The following competencies reflect what is expected of all VillageReach employees; including examples of how one might demonstrate each of these competencies in one’s role.

• Personal Motivation and Drive: Is self-directed in one’s approach to work, but asks for help when needed; holds oneself accountable; undertakes self-development activities; seeks to build and master new skills; looks for and takes advantage of opportunities within the organization
• Collaboration amp; Effective Communication: Establishes and maintains effective relations with coworkers, partners amp; stakeholders and external parties; works collaboratively with others to accomplish organizational and team goals and objectives; works actively to resolve conflicts; expresses ideas and thoughts effectively; selects and uses appropriate communication methods and maintains meaningful communication with virtual coworkers and other parties to keep them informed
• Commitment to Diversity amp; Inclusion: Takes personal responsibility for and supports others across the organization in creating and sustaining a diverse work environment where individuals are welcomed, valued, respected and supported; personally committed to attaining cultural competency including self-awareness of one’s own attitudes about culture and cross-cultural interactions; exhibits the willingness and ability to engage openly and respectfully around issues of race, colonialism, identity and

Job Rewards and Benefits