Administrative Assistant - The Union (Apply by: September 21, 2015)

Position: Administrative Assistant, International Union Against Tuberculosis and Lung Disease (The Union)

Number of Vacancy: 2

Location: The Union South-East Office, New Delhi

Last Date: 21 Septemeber, 2015

The mission of the International Union Against Tuberculosis and Lung Disease (The Union) is to bring innovation, expertise, solutions and support to address health challenges in low and middle-income populations. Founded in 1920, The Union today is both a non-profit institute with five scientific departments and several offices worldwide and a federation of close to 3,000 organisations and individuals who are committed to the same goals. Its scientific departments focus on tuberculosis, HIV, lung health and non-communicable diseases, tobacco control and research; and each engages in research, provides technical assistance and offers training and other capacity-building activities leading to health solutions for the poor. For more information visit our web site: www.theunion.org

Our Mission: The Union brings innovation, expertise, solutions and support to address health challenges in low- and middle- income populations.
Our Vision: Health solutions for the poor.

Our Values: 

Quality…we deliver our services and products to the highest possible standards.
Accountability…we are responsible stewards of resources and deliver on our commitments.

Independence…we maintain the freedom to pursue innovation and are guided by the best evidence to improve the health of the poor.

Solidarity…we stand together as one Union to overcome the greatest challenges to improve health among the communities we serve.

The Union is seeking qualified local candidates for the position Administrative Assistant at the South-East Asia Regional office based at New Delhi. 
A brief description of the roles and responsibilities are provided below. 

Overall Role:

The overall role of the Administrative Assistant is to assist with organizing Meeting and other short courses conducted by The Union South-East Asia Office and provide comprehensive secretarial and administrative support to the project(s) and its staff.

Specific responsibilities:

• Provide comprehensive secretarial and administrative support to the Director and/or other technical staff in the Union South East Asia office as requested such as, but not limited to, develop agenda for staff meetings and take minutes or assist with records management
• Answer to information requests about courses/events/meetings.
• Coordinate hotel bookings, ensure venue is prepared and audio-video materials and coffee breaks are organised
• Coordinate with Travel Services for travel arrangements of participants and facilitators
• Prepare allowances and reimbursements for participants if required
• Coordinate purchase of stationery and prepare course materials
• Coordinate with the Logistics Unit for the dispatch of materials for any event and workshop 
• Contribute to any changes that are needed in the logistics and administration
• Coordinate meeting with Technical team, Finance focal point and Administrative Office before any meeting and workshops
• Follow up on expenses with the Finance Focal Point
• Prepare internal EAS, Notilus and closure Reports
• Coordinate with Administrative Officer for any stationary and printing mataerial required for meeting and event well in advance
• Prepare a feedback form and take a lead role in the analysis of the feedback
• Circulate membership form and details with the participants in any of the workshops
• Manages appointments, correspondence, calendars, schedule and co-ordinate meeting/conference calls.
• Answers inquiries that require a complete knowledge of office policies and procedures.
• Assembles and organizes information for meetings (e.g., staff meetings).
• This being a critical programme support function, the position is expected to demonstrate people-friendly attitude, provide timely support and develop well-planned work plans and annual calendar of deadlines for key compliance.
• Assist Travel coordinator with travel arrangements, travel expense reports, hotel reservations and other travel logistics including visa letters, as and when required for the project(s).
• Independently handle the reception (answer incoming calls and transfers, respond to inquiries), as and when required and ensure messages reach staff in an effective and timely manner, sort and distribute all office incoming and outgoing mail, send daily mail including express/priority mail etc.
• Provide back-up support to the Administrative Officer or to programmes as requested.
• Develop filing system for project related files and assist in maintaining The Union South-East Asia database. 
• Perform other relevant duties as required by the supervisor and Regional Director, The Union South-East Asia Office.

Qualifications and Experience:

• Applicants must be a graduate and possess a bachelor’s degree, any post-graduation is desirable
• Minimum 3 years of work experience in non-governmental or developmental sector
• Must be a self-driven individual with a strong sense of initiative 
• Work effectively within a team environment throughout the development life cycle
• Good interpersonal skills including problem solving and leadership abilities
• Excellent verbal and written communication skills
• Strong skills in using computers (proficient in MS office applications)

The Union is an equal opportunity employer. Qualified women candidates are encouraged to apply.

Compensation offered:

The gross remuneration budgeted for this position is attractive. Offers shall be commensurate with the qualifications, experience and salary history, of the selected candidate.

How to apply:

Please send your resume/CV with a cover letter and remuneration expectations by latest by 21 September 2015 to southeastasia@theunion.org indicating the position applied for in the subject line.

Only short-listed candidates will be contacted.