Haiti: Administrative Assistant SSQH - Haiti

Organization: Pathfinder International
Country: Haiti
Closing date: 15 Nov 2014

To be considered for this position, please apply online at:http://www.pathfinder.org/about-us/careers/employment-opportunities/

Pathfinder Overview

Pathfinder International is a global leader in sexual and reproductive health. We place reproductive health care at the center of all that we do—believing that it is not only a fundamental human right, but is critical for expanding life opportunities for women, families, communities, and nations, and paving the way for transformations in environmental stewardship, decreases in population pressures, and innovations in poverty reduction. Pathfinder provides women, men, and adolescents with a range of quality health services—from contraception and maternal care to HIV prevention and AIDS care and treatment. Pathfinder strives to strengthen access to family planning, ensure availability of safe abortion services and post-abortion care, advocate for sound reproductive health policies, and, through all of our work, improve the rights and lives of the people we serve.

Department Overview

Pathfinder is seeking a Administrative Assistant candidate for the USAID/Haïti Services de Santé de Qualité pour Haïti (SSQH) project. The overall purpose of the three-year (with the option of a two-year extension) Services de Santé de Qualité pour Haïti (SSQH) project is to improve the health status of the Haitian population. This will be achieved by: (1) increasing utilization of the Ministère de la Santé Publique et de la Population's (MSPP) integrated package of services at the primary care and community levels (particularly in rural or isolated areas); (2) improving the functionality of the USG-supported health referral networks; (3) facilitating sustainable delivery of quality health services through the institutionalization of key management practices at both the facility and community levels; and (4) strengthening departmental health authorities' capacity to manage and monitor service delivery.

Position Purpose

The Receptionist/Office Assistant serves as the main receptionist and performs a wide range of administrative and office support duties to facilitate the efficient operation of Pathfinder International’s Kinshasa based office.

Key Responsibilities

• Serves as telephone attendant by professionally operating a multi-line phone system, directing calls and taking and forwarding messages.
• Assists with logistics and travel arrangements for staff including booking hotel rooms, obtaining travel visas, and arranging corporate housing, etc.
• Assists in organizing and planning conferences, events, presentations and meetings.
• Maintains a log with conference room reservations.
• Collects materials and revises presentations for the technical staff.
• Provides administrative and clerical assistance to staff, including but not limited to writing business correspondence, routine scheduling, photocopying, sending faxes, collating, sorting and distributing incoming mail, assembling packages, distributing faxes and sending/receiving express packages to internal and external customers.
• Assists with security efforts by managing the entrance of external customers and visitors into the company facility.
• Coordinates maintenance of office equipment.
• Facilitates office orientation for new employees.
• Greets and assists visitors.
• Ensures the office space is clean, professional, attractive and safe.
• Updates and disseminates the staff phone list to appropriate parties.
• Maintains office supply inventories and assists with the purchase of office and kitchen stock as needed.
• Troubleshoots basic IT issues and creates help tickets in iShare as needed.
• Handles special administrative projects.
• Performs other duties as assigned.
• Manages petty cash for the office.
• Supervises interns and cleaner.
• Manages procurement of office supplies and other items as needed.

• Creates and maintains filing systems.Basic Requirements

• University degree preferred and two years relevant experience or related certificate/Associates degree and two year relevant experience required.

• At least two years of proven administration experience in a fast-paced environment.
• Self-starter with the ability to work in a group setting as well as independently with minimal guidance and supervision.
• Working knowledge of telephone switchboard and standard office equipment, including fax, photocopying and binding machines.
• Must be able to efficiently and effectively handle multiple phone lines.
• Ability to provide outstanding customer service.
• Ability to compose a basic error proofed business letter.
• Excellent French and English reading, writing and oral communication skills.
• Professional telephone etiquette and effective communication and interpersonal skills.
• Proficient in data-entry and strong knowledge of MS Office (Word, Excel, PowerPoint and Outlook).
• Excellent organizational, problem-solving and time management skills.
• Ability to exercise sound judgment and maintain confidentiality of sensitive information.
• Proven ability to prioritize assignments and meet deadlines with attention to detail and accuracy.
• Proven excellent attendance and reliability.
• Ability to take direction from multiple project leaders.

Preferred Qualifications

• Experience with projects supported by international not-for-profit organizations.
• Intermediate English reading and writing will be a great plus.

Pathfinder International is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected Veteran status.

How to apply:

To be considered for this position, please apply online at:http://www.pathfinder.org/about-us/careers/employment-opportunities/