Admin Assistant



Kinshasa, Democratic Republic of the Congo
Posted on Saturday, November 18, 2023


VillageReach transforms health care delivery to reach everyone, so that each person has the health care needed to thrive. We develop solutions that improve equity and access to primary health care. This includes making sure products are available when and where they are needed and primary health care services are delivered to the most under-reached. Radical collaboration with governments, the private sector and other partners strengthen our ability to scale and sustain these solutions. Our work increases access to quality health care for more than 70 million people in Africa. VillageReach in incorporated in Washington State and has offices in Seattle (USA), Democratic Republic of Congo, Malawi, and Mozambique.



Under the leadership of the Operations Manager, you will perform these main tasks:


Essential Duties and Responsibilities include the following. Other duties, responsibilities, and activities may change or be assigned at any time.

Front desk:

  • Front Desk management (réception, courrier, Visitor etc.…)
  • Ensure that the database of suppliers approved by VILLAGEREACH DRC is regularly updated on the basis of feedback on supplier performance.
  • Support and participate in other tasks indicated by VillageReach.

Office administration:

  • Help Coordinate office needs (managing the cleaner, painting, maintenance, etc.)
  • Purchase of office stationery
  • Office Refreshment / Kitchenware/suppliers/cleaning materials purchase and follow up
  • Small Office supplies purchase and follow up (cartridge, paper, pen, envelopes, folders, etc.)
  • Help on the Office maintenance (A/C, small repair etc.)
  • Help Manage Field Office assets and logistics Needs _shipment follow-up.
  • Help to organize and manage the structure of the storeroom
  • Help Update the inventory of the office assets and submit the monthly country asset report.
  • Help on the Internet Monitoring and recharge (all modems)/
  • Assist Team needs in any Event /workshop.
  • Scan, copy, and file documents on demand
  • Participate in various meetings with stakeholders and produce minutes and reports.
  • Produce minutes and reports of critical meetings with stakeholders.
  • Submit all weekly and monthly administrative office reports.
  • Handle routine administrative tasks, including answering calls, receiving mail and electronic communications, and routing messages and information to the appropriate people.
  • Organize and maintain administrative files.
  • Coordinate all refreshments for meetings, events, and office training.
  • Ensure proper filing of all administrative documentation.
  • Handle all incoming and outgoing correspondences with relevant partners.
  • Prepares the journal of amounts paid to third parties paid to suppliers.

Travel Reservation:

  • Help Manage Travel arrangements (local transport, visa, airport transfer, hotel, air ticket, mission Order, etc.)
  • Responsible for Database for suppliers and negotiations and contracting with hotels and other suppliers)
  • Help Handle all logistics tasks, including travel arrangements, accommodation booking, meeting preparation, material production, records keeping, and equipment hire.


The following competencies reflect what is expected of all VillageReach employees; including examples of how one might demonstrate each of these competencies in one’s role.

  • Personal Motivation and Drive: Is self-directed in one’s approach to work, but asks for help when needed; holds oneself accountable; undertakes self-development activities; seeks to build and master new skills; looks for and takes advantage of opportunities within the organization
  • Collaboration & Effective Communication: Establishes and maintains effective relations with coworkers, partners & stakeholders and external parties; works collaboratively with others to accomplish organizational and team goals and objectives; works actively to resolve conflicts; expresses ideas and thoughts effectively; selects and uses appropriate communication methods and maintains meaningful communication with virtual coworkers and other parties to keep them informed
  • Commitment to Diversity & Inclusion: Takes personal responsibility for and supports others across the organization in creating and sustaining a diverse work environment where individuals are welcomed, valued, respected and supported; personally committed to attaining cultural competency including self-awareness of one’s own attitudes about culture and cross-cultural interactions; exhibits the willingness and ability to engage openly and respectfully around issues of race, colonialism, identity and culture; upholds equity in access to sharing of information, ideas, and opportunities throughout VillageReach
  • Commitment to Excellence: Produces a high output of work, both in terms of quality and quantity; looks for ways to improve and promote quality; monitors work to ensure quality; has a personal commitment to the mission of VillageReach
  • Solution Orientation & Innovation: Focuses on results and desired outcomes and how to best achieve them; gets the job done; sees opportunities for creative problem-solving while staying within the parameters of good practice; sees old problems in new ways and has novel approaches to solving those problems; contributes original and/or resourceful ideas to their area of responsibility; is able to consider and articulate risks and consequences of proposed innovations and factor these into decision-making


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Supervisory Responsibilities:

This position has no supervisory responsibilities

Education & Experience:

  • Have experience in front desk for 2 years
  • Have experience working with NGOs
  • Have good communication skills and an understanding in French and English
  • Have knowledge of MS Office

Other Qualifications:

  • Comply with VillageReach’s COVID-19 vaccination policy.
  • Established cultural competency in partnering with racial, cultural and linguistically diverse groups.
  • Demonstrated understanding of challenges with working in rural, underserved and low-income context; experience living in and/or working in a low-income country a plus.
  • Proficient in Microsoft Office Suite (Word, PowerPoint, Outlook, Excel) and comfortable in a fast-paced technical environment.

Environment and Physical Demands:

VillageReach has no private offices, employees work in a shared, open environment with task and conference rooms accessible to employees for privacy and meetings. The noise level in the work environment is usually quiet. Due to the time zone differences between our USA office and our Country Offices and location of other global staff, US based staff are expected to be available for early morning meetings starting at 6am. In addition, our Regional Africa based staff and Country office staff are expected to be available for late afternoon/evening meetings up to 6pm.


VillageReach is an Equal Employment Opportunity Employer committed to workforce diversity. We believe that diverse, equitably weighted perspectives foster an organizational capacity to create novel solutions that improve health in the most underserved and hard-to-reach areas. To align our values, innovations and impact, VillageReach is committed to recruiting and retaining a diverse global workforce.


This is an immediate hire and therefore resumes will be reviewed on a rolling basis until November 20th 2023. To apply, please submit your resume and a cover letter to our online portal:

Hiring Process:

  1. The hiring process will include the following steps:
  2. Review submitted applications
  3. Conduct 20-30 minute screening interviews for shortlisted candidates
  4. Conduct skills and value-based interviews for 3-5 candidates.
  5. Request that top candidates submit a practical assessment (designed to take no more than two hours to complete). Sometimes the assignment will occur before the interview.
  6. Conduct final interview if necessary
  7. Request references
  8. Make offer
  9. Conduct background check

Only shortlisted candidates will be contacted, but candidates who proceed to step 2 will be notified if they are not chosen for step 3.


VillageReach is committed to promoting the welfare of children, young people, adults, and beneficiaries with whom it engages. We expect everyone working with us to share this commitment through our code of conduct.All offers of employment will be subject to satisfactory references and appropriate screening checks, which may include criminal records. VillageReach participates in the Misconduct Disclosure Scheme and, in line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse, and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By applying, the job applicant confirms his/her understanding of these recruitment procedures.


VillageReach has an established compensation structure that is based on the relevant market and internally transparent. We hire people into the established range based on one’s experience and education and considering internal equity. We do not inquire about salary history.