Job Opening - Partners In Health - Adminstrative Assistant - Russia Project

[Gwyneth Jones]

Partners In Health (PIH)

Title: PIH Administrative Assistant - Russia Project

Reports to: Russia Project Manager / PIH Senior Staff

Overall Responsibilities:
The Administrative Assistant will provide administrative and logistical
support to the Russia Project and to the Senior Management Staff. S/he
will work closely with the Operations, Clinical, Finance, and Development
teams to coordinate travel plans, schedule meetings, prepare and submit
finance reports, provide communications assistance, and establish office-
wide airline ticket and visa tracking systems. S/he will spend
approximately 50% of time supporting the Russia project and 50% of time
supporting other Senior Management Staff. This is a full-time, 40
hour/week position.

Specific Responsibilities:
I. Schedule and Travel Coordination
 1. Travel arrangements: Make travel arrangements. Research and book
flights, purchase tickets, coordinate plans and accommodations with
international staff members. Coordinate schedules, arrange airport pick-
ups and per diem payments.
 2. Visa arrangements: Complete paperwork and keep files on visas. Assure
all visas are up-to-date. Check accuracy and ensure timely payment of
processing fees.
 3. Establish travel systems: Create office-wide system to track and
organize travel plans, airline tickets and visa information.
 4. Meeting planning: Schedule and coordinate meetings. Send announcements
and invitations. Book meeting rooms, A/V equipment. Take notes and
distribute to participants. Track and review monthly telecommunications
bills.

II.  Financial Tracking
 1. Credit Card Bills: Collect all receipts; prepare and submit monthly
invoices of expenses.
 2. Expense Reports: Collect all receipts; prepare expense reports.
 3. Wire Transfer Requests: Prepare and submit monthly wire transfer
requests.
 4. Financial Monitoring: Monthly reconciliation of the General Ledger
with Project budgets.

III.   Document Preparation
 1. Prepare and edit correspondence, reports, and other documents.
 2. Prepare and edit materials for meetings, conferences, and speaking
obligations. Disseminate related information to appropriate individuals.

IV.  Communications Assistance
 1. Conduct library searches: Secure copies of relevant publications.
 2. Courteously and professionally represent Partners In Health, when
necessary: greet visitors, answer telephone lines, and efficiently route
calls to appropriate staff members.
 3. Correspond with contacts by phone, in writing, and in person.
Accommodate all requests with tact and diplomacy; use creative problem-
solving techniques to satisfy the requesters, as needed.

V.  Other
 1. Perform other related tasks as assigned.

Qualifications:
1. Bachelor’s Degree required; background/interest in social science, area
studies or public health preferred.
2. Demonstrated experience providing administrative support in an office
setting.
3. Ability to work independently and take initiative.
4. Strong writing, communication and organizational skills.
5. Demonstrated competence to assess priorities and manage a variety of
activities in a time-sensitive environment and to meet deadlines with
attention to detail and quality.
6. Demonstrated ability to work as an effective team member in a complex
and fast-paced environment.
7. Computer skills in word processing, database and spreadsheet programs
(Microsoft Office applications preferred).
8. Excellent interpersonal skills required. Ability to interact
professionally with culturally diverse staff, clients, and consultants
preferred.
9. Russian language skills.
10. Demonstrated maturity and judgment.
11. Interest in social justice and health care issues.

Interested candidates should submit a cover letter and resume to
hr at pih.org.

To learn more about Partners In Health, please visit www.pih.org

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