Executive Office Assistant

Location: New Delhi (India) or Kuala Lumpur (Malaysia)

The Drugs for Neglected Diseases initiative (DNDi) is an international, not-for-profit research and development (R&D) organization that develops and delivers new treatments for neglected diseases that affect millions of the world's poorest people.

Together with more than 200 public research and industry allies worldwide, we use the power of partnership, innovation, open science, and advocacy to find solutions to a great injustice: the lack of medicines for life-threatening diseases that disproportionately impact poor and marginalized people. Driven by collaboration, not competition, and by patients' needs, not profits, we promote equitable access, foster inclusive and sustainable solutions, and advocate for a more effective global biomedical R&D system that meets the needs of neglected patients.

13 new treatments for people with sleeping sickness, visceral leishmaniasis, Chagas disease, HIV, hepatitis C, and malaria that have saved millions of lives. We aim to deliver a total of 25 new treatments by 2028– addressing R&D gaps for neglected tropical diseases and viral infections, including new pandemic-prone diseases (such as COVID-19) and climate-sensitive diseases (such as dengue) with a focus on the needs of patients in low- and middle-income countries.

With more than 240 employees of 30+ nationalities located in nine offices on four continents, DNDi is committed to diversity, equity, and inclusion as essential parts of our culture and key drivers of our success. We encourage candidates of diverse profiles and backgrounds to apply.

The Global Executive office serves as Secretariat to the Executive Director, the Executive Team, the Board of Directors and its Committees, the DNDi Scientific Advisory Committee and Access Committee. The Office also leads internal communication, facilitates internal leadership processes and supports the engagement of key external stakeholders.

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Purpose of the position

The Executive Office Assistant is an active part of the highly collaborative Global Executive Office Team, offering administrative support to five of the R&D team Directors: the Viral Cluster Director, the NTD (Leish Mycetoma) Cluster Director, the Medical Director, the Pharma Development Director and the Discovery Director.

The Executive Office Assistant is an enthusiastic self-starter, capable of working in a fast-paced, dynamic office. The role can be very busy and demanding and the Executive Office Assistant is very organised and able to handle a high workload. The Executive Office Assistant has the ability to prioritise and arbitrate tasks and is able to split their time between multiple Directors.

The Executive Office Assistant is a professional Administrative or Executive Assistant, interested in and motivated by DNDi's work. An interest in scientific/global health would be an asset but is not required.

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Specific Job Responsibilities

Tasks and Responsibilities

Assistant to the Viral Cluster Director, the NTD (Leish Mycetoma) Cluster Director, the Medical Director, the Pharma Development Director, and the Discovery Director ("the Directors") – 80%

· Maintains and updates agendas.

· Organises external meetings, arranges logistic support for meetings as required.

· Maintains the DNDi Salesforce database for the Directors' contacts.

· Assists the Directors in the administrative aspects of coordinating their teams to help the internal collaboration and communication.

· Coordinates travels, conference registrations, preparation of travel agenda and supporting documents.

· Organises expense claims.

· Organises the Directors' execution of documents, maintains the filing of correspondence and Executive

Office documents on SharePoint and other filing systems.

· Manages ad hoc requests by the Directors.

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Acts as a link between the Directors, their teams, the R&D Team, and the Executive Office – 15%

· Acts as a link between the Directors and the R&D team.

· Ensures the flow of relevant information between the Executive Office and the Directors and, accordingly, their teams and the R&D team. Facilitates internal planning. Collaborates and maintains active links with the teams to maximise internal coordination and communication.

· Works, as needed, on Executive Office projects.

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Interaction with the Regional office – 5%

· Attending relevant team meetings.

The above list of responsibilities is not exhaustive, and you may be required to undertake other responsibilities appropriate to your grade. This job description may be subject to review.

Reporting line

· Executive Office Assistant reports to Executive Office Senior Officer.

Interactions

• Supports the Viral Cluster Director, the NTD (Leish Mycetoma) Cluster Director, the Medical Director, the Pharma Development Director, and the Discovery Director. Works closely with their teams.

• Works closely with the Executive Office Team.

• Works closely with the R&D Director, all other Directors, the DNDi Leadership, the IT department, and the legal department.

• This role maintains relationships with several organizational units including some outside DNDi, projecting the image of a reliable service provider or partner. Interaction assesses issues and performance that facilitate or restraint service delivery.

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Job Requirements

Skills and Attributes

· Ability to use initiative, prioritize, multi-task, and work well under pressure to meet deadlines.

· Clear and systematic thinking demonstrates good judgment and problem solving competencies.

· Good communication skills in multicultural, multi-lingual environments

· Ability to work effectively as part of a multicultural team.

· Well organized and structured

· Good analytical skills

· Ability to contribute to the project delivery under supervision.

· Ability to manage small projects if delegated by upper levels with close supervision.

· Ability to supervise an Intern or Apprentice

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Experience

· Over 3 years' relevant experience

· Proven ability to work effectively in a team environment and matrix structure.

· Experience of working in public and private sector is highly desirable.

Education

· Graduate university degree, Masters is a plus.

Other Requirements

· Fluency in English

· Good knowledge of Microsoft Suite

Other information

· Status: Full time (Six months with possibility of renewal, subject to performance & organizational needs)

· Working hours: Adjusted hours to allow overlap with working hours in Geneva (where the Directors and some of

the Executive Office team members are based)

Ø For candidates based in Kuala Lumpur (Malaysia), the core hours will start at 2pm till 10pm (with some flexibility).

Ø For candidates based in New Delhi (India), the core hours will start at 11:30am till 7:30pm (with some flexibility)

To apply

· Please submit your application using the online form.

· Deadline for application: accepting applications until 12 April 2024

· Only shortlisted candidates will be contacted.

· Application submission for this position may close early if we have enough suitable applicants.