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

[David Powelstock]

Where is this position based?
dp

> -----Original Message-----
> From: Slavic & East European Languages and Literature list
> [mailto:SEELANGS at LISTSERV.CUNY.EDU] On Behalf Of Gwyneth Jones
> Sent: Wednesday, May 11, 2005 4:53 PM
> To: SEELANGS at LISTSERV.CUNY.EDU
> Subject: [SEELANGS] Job Opening - Partners In Health -
> Adminstrative Assistant - Russia Project
>
> 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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