Personal Assistant for TB project NGO Vacancy | UNGO Jobs

Job Title: Personal Assistant for TB project

Country: Spain
Organization: Barcelona Institute for Global Health
Closing date: 19 Jan 2022

The Barcelona Institute for Global Health, ISGlobal, is the fruit of an innovative alliance between academic, government, and philanthropic institutions to contribute to the efforts undertaken by the international community to address the challenges in global health. The Tuberculosis research group belongs to the Viral and Bacterial Infections Research Programme and conducts research in several African and Latin American countries.

Lugar

Barcelona

Purpose

The TB research group is looking for a Personal Assistant based in Barcelona, this person will support the Principal Investigator on the day-to-day administrative tasks related to the research projects being planned or implemented. These projects aim at contributing to the global public health impact for tuberculosis. The Project assistant provides support to organizing routine conference calls as well as staffing the planning and support for PI’s meetings and daily scientific activities.

Tasks and Responsibilities

  • Support the PI in any administrative need related to research projects.

  • Handle expenses reimbursement process of PI including:

  • Review the quality of invoices and accounting documents

  • Assess the compatibility and eligibility of expenses

  • Support the financial manager on reporting budget incidences and follow up on corrections and implementation

  • Ensure compliance with internal and the funders’ directives of administrative documentation

  • Planning and scheduling of events and regular update of PI’s agenda.

  • Prepare tracking documents and tools for deliverables, meetings, and update them regularly.

  • Maintain follow-up system for action and deadlines.

  • Schedule and planning of meetings, appointments, teleconferences and videoconferences logistics.

  • Assist in the preparation of project reports, briefing notes, minutes and presentations.

  • Assist with grant preparation tasks, including update of PI’s CV, publication lists, and others

  • Assist in planning and organizing trips, events and high-level visits required for the project.

  • Manage travel for national and international meetings.

  • Organize and maintain copies of all appropriate project’s documentation

  • Coordinate and monitor the procurement of office supplies and equipment for the project.

  • Ensure support during the preparation of projects’ proposals

  • Other tasks as directed by the PI

Requirements

  1. Education and Experience:

  2. Bachelor’s degree.

  3. At least 1 (preferably 2) years in giving support to project assistance.

  4. Languages:

  5. Excellent fluency in written and spoken English and Spanish. Project written communications and daily work will be in English.

  6. Portuguese is an asset

  7. Skills/competences:

  8. Excellent organizational and time management skills

  9. Must be detail oriented, have the ability to prioritize and handle multiple tasks simultaneously

  10. Ability to communicate and interact competently and professionally at all levels within a diverse environment.

  11. Clear and concise verbal and written communication skills and strong organizational skills in English

  12. Ability to work effectively both as a team member and independently

  13. Demonstrated adaptability and ability to manage a rapidly changing environment.

  14. Proficiency with electronic communications and Microsoft office.

  15. Experience in working in international environments and interest in public health in developing countries are assets

Conditions

  • Starting date: As soon as possible
  • Contract: Part time (20 h / week)

During the crisis caused by COVID19, standard working conditions will be adapted to sanitary requirements.

How to apply:

Applicants must fill in the request form and include the following code reference position: PersonalAssistant_TB_Jan22 and attach the CV and a Cover Letter. Each attached document must be named with the candidate name and surname.

The receipt of applications will be open until 19th January 2020.

Only the applications submitted through the request form will be considered.

Only shortlisted candidates will be contacted.

The interviews could be placed during the reception candidatures period.

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In ISGlobal we are committed to developing and maintaining a work environment that is inclusive, equitable, welcoming and that promotes equal opportunities between women and men, different ages, marital status, race, ethnicity, disabilities, political leanings, religion or sexual orientation.