Administrative Officer The Hague in Cape Town

The European and Developing Countries Clinical Trials Partnership (EDCTP) is a not-for-profit organisation with a European office in The Hague, The Netherlands and an African office in Cape Town, South Africa. EDCTP is a partnership between European and African countries to accelerate the development of new clinical interventions such as drugs, vaccines, microbicides and diagnostics against poverty-related diseases in Africa (HIV/AIDS, malaria, tuberculosis). The organisation supports clinical trials, capacity strengthening and networking in Africa and Europe. Visit www.edctp.org for more information. We are looking for an Administrative Officer to be based at the EDCTP office in The Hague to provide administrative and secretarial support to the EDCTP Secretariat.
Duties and responsibilities: The main duties and responsibilities will include:

Providing administrative and secretarial support to the Calls and Grant team including entering data in the project database system
Maintaining phone and other relevant contacts for the organisation
Handling incoming phone calls, arranging conference calls with a VOIP conferencing system, registering and archiving incoming and outgoing mail, and arranging DHL courier deliveries when necessary
Assisting the travel department with administrative preparations for meetings when necessary, travelling to and assisting at events such as the annual forum or constituency meetings when required
Taking minutes at meetings as required e.g. weekly staff meetings and posting them on SharePoint, monitoring the progress of agreed action points and decisions made during the staff meetings
Supervising practical office management matters (e.g. management of office supplies)
Receiving visitors to the Secretariat and providing them with refreshments
Updating agendas and arranging meetings for directors and managers
Providing secretarial support to the Executive Director and other directors and managers
Providing administrative support to the Risk Management work team
Assisting with producing EDCTP reports for the EC
Liaising with hosting institution’s support service staff about office matters
Ensuring that EDCTP business contracts and agreements are filed correctly in the EDCTP document management system and in the relevant archive
Acting as back-up for the Administration & HR Assistant when necessary
Maintaining the general archive and making suggestions on how to improve the current system; and ensuring that all archiving complies with EDCTP standard operating procedures
Ensuring that project files are archived together with all supporting documentation and that the filing system is effective and efficient; recording and issuing new codes for files. Person specification:

Educated to MBO level
Minimum of 3 years experience in a secretarial support position
Excellent English written and oral skills
Excellent knowledge of and practical experience with Microsoft Office
Strong organisational skills
Creative and able to improvise; flexible attitude
Experience working in an international and multicultural environment
Good team player and able to deal with stress
Willing to work extra hours when necessary in order to meet deadlines
Commitment to assuring quality, timeliness and accuracy when carrying out tasks and responsibilities
Comfortable dealing with people at all levels both within and outside of the organisation. The European and Developing Countries Clinical Trials Partnership (EDCTP) is a not-for-profit organisation with a European office in The Hague, The Netherlands and an African office in Cape Town, South Africa. EDCTP is a partnership between European and African countries to accelerate the development of new clinical interventions such as drugs, vaccines, microbicides and diagnostics against poverty-related diseases in Africa (HIV/AIDS, malaria, tuberculosis). The organisation supports clinical trials, capacity strengthening and networking in Africa and Europe. Visit www.edctp.org for more information. Match criteria: Non profit, Job, Administration, 2000 - 2300 Euro, 2300 - 2700 Euro, To be determined, 32 hours, 36 hours, 40 hours, Prov. South Holland, The Hague area, EnglishCompany name: EDCTP – European and Developing Countries Clinical Trials Partnership

This position, Administrative Officer The Hague in Cape Town, was posted on February 9, 2012. The job is located in Cape Town. Since this job has been published, it has been viewed 51 times.