Administrative Clerk

VillageReach

VillageReach

Administration
Kinshasa, Democratic Republic of the Congo
Posted on Monday, June 24, 2024

ABOUT VILLAGEREACH

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.

Summary

Under the direction of the Administrative and Finance Assistant, the Administrative Clerk will support the coordination of the courier and some administrative and filing operations in Kinshasa DRC. In this role, s/he will have responsibility for the following areas:

Description

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

  • Manage cleaners and office maintenance, small repairs, and Air conditioners.
  • Assist with travel arrangements (local transport, visa, airport transfer, hotel, plane ticket, mission order, etc.).
  • Purchase and follow-up of office refreshments, kitchen equipment, suppliers and cleaning products.
  • Purchase and follow-up of small office supplies (cartridges, paper, pens, envelopes, folders, etc.)
  • Handle all incoming and outgoing correspondence with relevant partners.
  • Visitor management: reception and orientation
  • Conference room management: equipment, cleanliness, organization, reservations.
  • Office support for workshops
  • Scanning, copying and filing documents on request
  • Archiving management: ensure scanning and archiving of files on dropbox and drive.
  • Draft and archive meeting minutes and reports.
  • Scheduling meetings and following up VillageReach weekly reports.
  • Answer office calls, receive mail and electronic communications, and route messages and information to appropriate people.
  • Coordinate all office refreshments for meetings, events and office training.
  • Support and participate in other tasks as indicated by VillageReach.

Competencies:

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