• Senior Administrative/Operations Assistant

    Country
    Panama
    City
    Panama City
    Type
    Full Time
    Program (Division)
    Access Programs - Global Malaria
  • Overview

    The Clinton Health Access Initiative, Inc. (CHAI) is a global health organization committed to saving lives and reducing the burden of disease in low-and middle-income countries, while strengthening the capabilities of governments and the private sector in those countries to create and sustain high-quality health systems that can succeed without our assistance. For more information, please visit: http://www.clintonhealthaccess.org

     

    CHAI’s global malaria program provides direct technical and operational support to countries around the globe to strengthen their malaria programs and reduce the burden of this preventable, treatable disease. We support governments to scale up effective interventions for prevention, diagnosis, treatment, and surveillance, with the goals of sustainably reducing the number of malaria-related illnesses and deaths worldwide in the short-term and accelerating progress towards malaria elimination in the long term.

     

    Overview of Role

    CHAI is seeking a highly motivated individual to work as Administrative Assistant in support of its regional team in Central America and Hispaniola. This team currently works across four main countries in the region to rapidly re-orient national malaria programs toward elimination by providing technical support to governments and actively preparing the region for sustainable elimination by 2020.

     

    This position will provide professional administrative support to the regional malaria team while working with staff across all levels of the organization. The Administrative Assistant will report to the Regional Operations Director and help manage the administrative duties required for efficient operation of the regional office in Panama, as well as provide administrative support as needed to other countries in the region where CHAI staff are based.

     

    A successful candidate will have outstanding organizational, interpersonal and communication skills to support the administrative aspects of the program. The candidate must be able to function independently and flexibly, have deep personal commitment to producing results, and have the demonstrated ability to lead in a challenging professional environment. CHAI places great value on relevant personal qualities: resourcefulness, entrepreneurialism, tenacity, independence, humility, passion for the mission, and work ethic. 

    Responsibilities

    • Organize meetings and conferences, including coordination with external parties on venue selection, accommodations, food, and transport
    • Ensure appropriate arrangements are made for visitors to the region, including transport, hotel bookings, and other travel arrangements
    • Help track travel in the region of regional and international staff
    • Oversee general administration tasks, ordering office supplies, and filling the reception role of the regional office
    • Manage and update the CHAI regional office inventory (e.g. office supplies, consumables, water)
    • Ensure office utilities are paid on time and in the appropriate form
    • Monitor and help maintain the general appearance of the office
    • Assist with communications between the regional operations team and all other regional staff and stakeholders
    • Ensure the proper filing and maintenance of documents (hard and soft copies)
    • Provide administrative support for CHAI’s Finance & Operations Associate as necessary
    • Assist the Regional Operations Director in daily tasks
    • Assist staff based in Panama with administrative matters, and remotely assist staff based in other countries in the region
    • Perform other tasks as necessary

    Qualifications

    • BA/BS degree or equivalent
    • 2-4 years of relevant work experience
    • Ability to handle multiple tasks simultaneously, set priorities and work independently
    • Detail-oriented with good organizational skills
    • Knowledgeable in office administration
    • Good computer skills (MS Word, Excel and Outlook)
    • Strong written and oral communications skills in both Spanish and English required
    • Strong work ethic, integrity, credibility, and dedication to CHAI’s mission
    • Ability to work effectively with people of varied professional and cultural backgrounds
    • Proven ability to function in a fast-paced work environment
    • Demonstrated ability to work with a sense of urgency

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