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The Drugs For Neglected Initiative (DNDi) – Executive Office Associate.

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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.

Since our inception, DNDi has delivered nine new treatments for people with sleeping sickness, visceral leishmaniasis, Chagas disease, HIV, hepatitis C, and malaria that have saved millions of lives. We now aim to deliver an additional 15-18 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 250 employees of 37 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.

Counting the Kenya Medical Research Institute as a founding partner and numerous collaborations with science and access leaders in the broader East African region, DNDi established itself in 2003 in Nairobi. An integral part of DNDi’s global network, DNDi Eastern Africa nurtures R&D and access partnerships across East Africa and beyond, while contributing to DNDi‘s global strategy. It hosts key global functions such as global clinical operations, communications, policy advocacy and operations. It leads regional networks and initiatives in R&D and access such as the Leishmaniasis East Africa Platform, and is also home to DNDi’s Data Centre, processing and leading the statistical analysis of clinical trials data for DNDi and a growing cadre of African science global health and science groups.

Purpose of the position

The Executive Office Associate is an active part of the highly collaborative Global Executive Office Team, assisting the External Affairs Director, the International Affairs Director and supporting the Executive Office Senior Manager in assistant tasks for the Executive Director and coordination tasks for the Executive Office. 

The Executive Office Associate is an enthusiastic self-starter, capable of working in a fast-paced, dynamic office.  The role supports Directors based in different countries so must be adept at remote working.  The role is very busy and demanding and the Executive Office Associate is very organized, able to handle a high-workload and has the ability to prioritize and arbitrate tasks. 

Specific job responsibilities

Executive Assistant to the External Affairs Director (20%)

Executive Assistant to the International Development Director (20%)

Executive Assistant to the Operations & Strategy Director (20%)

For each:

  • Offers administrative support to the Director, working closely with other members of the Global Executive Office, including:
    • Maintaining and updating their agenda;
    • Organising external meetings, arranging logistic support for meetings as required;
    • Maintains the DNDi Salesforce database for the Director’s contacts;
    • Arranges and attends internal team meetings, including facilitating; taking notes and ensuring follow up of key tasks;
    • Assisting the Director in the administrative aspects of coordinating their team to help the internal collaboration and communication;
    • Coordinating travels, conference registrations, preparation of travel agenda and supporting documents;
    • Organising expense claims;
    • Organising the Director’s execution of documents, maintaining the filing of correspondence and Executive Office documents on SharePoint and other filing systems;
    • On an ad hoc basis, supporting members of the Director’s team on tasks; and
    • Managing ad hoc requests by the Directors. 
  • Acts as a link between the Executive Office, the Directors, and accordingly, the Director’s team: 
    • Working, as needed, on various Executive Office projects in relation to the Director.
    • Ensuring the flow of relevant information between the Executive Office and the Director and, accordingly, the Director’s team.  Facilitates internal planning.  Collaborates and maintains active links with the Director’s team to maximise internal coordination and communication. 
  • Serves as a point of contact within DNDi for internal and external queries regarding the Director. Uses discretion to ensure the correct flow of information, in and out, of the Executive Office.

Coordinator in the Executive Office Team (35%)

  • Assists the coordination of the bimonthly all team meetings, including organizing the logistics, collating, compiling, formatting and distributing the bimonthly report and presentation slide deck. 
  • Updating the global calendar, to include leadership meeting, director’s travel.
  • As needed, offers administrative support to the Executive Office Senior Manager to support the Executive Director and Global Executive Team meetings. 
  • As needed, covers the absence of the Travel Officer. 

Coordinator in the DNDi Nairobi office (5%)

  • Participates in team meetings in the DNDi Nairobi office. 
  • Collates the bimonthly report for the DNDi Nairobi office and updates the dashboard slide.
  • As needed, acts as back up for the Senior Executive Officer in some key responsibilities as assigned to ensure uninterrupted services and smooth running of operations.

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

Reporting line

  • The Executive Office Associate reports to the Executive Office Senior Manager and has a secondary reporting line to the Senior Executive Officer.
  • Works closely with the Global Executive Office Team, the DNDi Leadership, and the Global Executive team

Job requirements

Skills and attributes

  • Ability to use initiative, prioritize, multi-task, and work well under pressure to meet deadlines
  • Clear and systematic thinking that demonstrates good judgment and problem solving competencies
  • Very good communication skills in multicultural, multi-lingual environments
  • Ability to work effectively as part of a multicultural team
  • Well organized and structured
  • Very good analytical skills
  • Ability to contribute to the project delivery under minimum supervision
  • Ability to manage small projects if delegated by upper levels with supervision
  • Ability to offer seamless support, with excellent levels of collaboration and communication, on a remote basis

Experience

  • Minimum of 3 years’ experience with graduate degree, at least one year with post graduate degree
  • Proven ability to work effectively in a team environment and matrix structure
  • Fluency in both oral and written English
  • Experience in Microsoft Suite.  Knowledge of SharePoint and SalesForce is desirable

Education

  • Graduate or post graduate degree in a relevant field

To apply

  • Please submit your application using the online form
  • Deadline for application: Accepting applications until 20 May 2022
  • Only shortlisted candidates will be contacted
  • Application submission for this position may close early if we have enough suitable applicants

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