Administrative Assistant

Organisational background

Established in 2003, Malaria Consortium is one of the world’s leading non-profit organisations specialising in the comprehensive prevention, control and treatment of malaria and other communicable diseases among vulnerable and under privileged populations. We increasingly find our work on malaria can be effectively integrated with other similar public health interventions for greater impact and therefore expanded our remit to include child health and neglected tropical disease interventions.

We work in Africa and Asia with communities, governments, academic institutions, and local and international organisations, to ensure effective delivery of services, which are supported by strong evidence.

Our areas of expertise include:

• disease prevention, diagnosis and treatment
• disease control and elimination
• systems strengthening
• research, monitoring and evaluation leading to best practice
• behaviour change communication
• national and international advocacy and policy development

Country and project background

Malaria Consortium Chad is one of the country offices in the West and Central Africa region, based in Abuja, Nigeria. Malaria Consortium Chad currently supports the implementation of seasonal malaria chemoprevention (SMC) in 48 health districts, Barh El Gazal, Tandjile, Logone occidental, Mayo Kebbi West  and Mayo Kebbi East. SMC is delivered as a mass campaign in four monthly cycles during the rainy season. In the future, interventions will range from policy support at the national level to the direct implementation of programs for malaria control, nutrition and certain neglected tropical diseases. The N'Djamena office is the hub for programs in Chad.

Job purpose

The Administrative and HR Assistant ensures the smooth administrative running of the national office and provides essential support to the Human Resources (HR) department and the program in the implementation of the SMC.

He/she actively contributes to administrative management, logistical coordination, personnel file management and the implementation of HR processes, while ensuring confidentiality, rigor and compliance with Malaria Consortium policies.

Scope of work

The Administrative Assistant performs a wide range of administrative and general support tasks to the office with a high degree of responsibility and confidentiality. The post holder will handle office administration and support, communications and travel support. The incumbent works with a spirit of initiative and independence of judgment. He/she ensure that deadlines are met in all tasks and in accordance with the organization's policies.

Key Working Relationships

The incumbent provides both administrative and HR support to the office, including managing personnel files, tracking leave, planning receptions, training logistics, and preparing HR documents.

He/she works with a high degree of responsibility, autonomy, and confidentiality.

Key accountabilities

Office Support (40%)

• Manage the reception, filing and distribution of mail and internal/external communications.

• Manage calls, visitors and official appointments.

• Ensure the logistical planning of internal meetings and workshops.

• Facilitate visitor access to the office in conjunction with the security department.

• Ensure the cleanliness, functionality and proper maintenance of the office.

Administrative Support (30%)

• Manage office supplies and equipment and ensure their proper use.

• Monitor bill payments (water, electricity, internet, etc.) and service maintenance.

• Organize logistics for missions and travel (reservations, visas, receptions, etc.).

• Maintain the filing and archiving system for administrative documents.

Human Resources Support (30%)

• Support the updating and achieving of individual staff files (physical and digital).

• Assist with recruitment planning and logistics (posting, invitations, tests, interviews, etc.).

• Participate in the organization and follow-up of staff induction and training.

• Support the monitoring of attendance, leave and absences.

• Prepare HR correspondence, certificates and administrative documents for staff.

• Contribute to monitoring staff well-being (birthdays, internal events, HR communication).

• Support the implementation of HR initiatives (performance reviews, training, staff engagement, etc.).

• Maintain the confidentiality of staff-related data and information.

Person Specification

Qualifications and Experience:

Required

• A degree in administration, human resources management, secretarial studies or a related discipline. Significant experience in administration or in an office support role

• At least two years' experience in office administration or human resources

• Experience in using an information system

Desirable

• Proven experience working for an international non-governmental organization

• Experience in networking and establishing strong working relationships

Professional skills:

Required

• Ability to maintain confidentiality of all HR-related information

• Ability to work independently, able to work on own initiative with limited supervision

• Excellent attention to detail and well-developed administrative skills

• Knowledge and experience of using MS Office software packages (MS Office, Outlook, SharePoint)

• Fluent French, excellent written and verbal communication skills. Working knowledge of English would also be an asset

• Flexibility in performing tasks

Mature and professional behavior.

Desirable

• Knowledge of INGO human resources management issues.

• Experience in supporting process improvement.