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Administrative Assistant, Programs & Education
World Federation of Hemophilia

EXTERNAL POSTING - AFFICHAGE EXTERNE

Administrative Assistant, Programs & Education  (NFP, international, health)
Adjoint (e), Programmes et éducation (OSBL, international, santé)

The World Federation of Hemophilia(WFH - http://www.wfh.org) is an international not-for-profit organization that provides global leadership to improve and sustain care for people with inherited bleeding disorders, including hemophilia, von Willebrand disease, rare factor deficiencies, and inherited platelet disorders. Established in 1963, the WFH works with member organizations in 134 countries as well as through a network of international volunteers and healthcare providers to achieve our vision of "Treatment For All" around the world.

Reporting to:  Director, Programs & Education
Type of position: Regular, full-time
Location: Montreal (WFH headquarters)
Start Date: IMMEDIATE (mid- April 2017 at latest)

SUMMARY –

Reporting to the Programs & Education Director, the Assistant - Programs & Education department supports the full team (n=6-7) and is responsible for all administrative support tasks related to the Department’s education, corporate fundraising, and healthcare development programs and activities, including: minute taking, scheduling conference calls, creating travel schedules and other related arrangements. He/she receives redirects and/or responds to general inquiries and correspondence, and regularly communicates with Committees and volunteers.

DUTIES & RESPONSIBILITIES -

General administrative support - Department team:

  • Provide administrative support to Programs & Education staff, including correspondence, data entry in Raiser’s Edge; proofreading and preparing documents, reports and presentations for various meetings; coordinating committee meetings and teleconference calls, and preparing minutes;
  • Assist Programs & Education Director in preparing general department documents, reports and presentations, including annual and quarterly work plans, monitoring and results reports, and narrative and financial reports;
  • Schedule Department staff meetings and others as required, take and prepare minutes;
  • Act as Department point of contact for internal queries; prepare letters in response to various external requests
  • Assist in facilitating the work of the WFH Programs & Education committees and their volunteer members;
  • Coordinate translation services and requests for the Department;
  • Act as Raiser’s Edge coordinator Programs & Education, centralizing and updating all department-related contact information in databases, creating and maintaining queries, and liaise with IT team as required;
  • Coordinate central filing system (electronic and print) for the Programs & Education Department and ensure it is up to date;
  • Accomplish other administrative management tasks: preparing Department calendar, assisting with travel forms, website updates, expense reports and payment reconciliations;
  • Carry out any other related task relevant to the position as required by the Programs & Education Director.

Health care development programs, and corporate fundraising:

  • Assist the Department team with mass mailings to fellows, NMOs, HTCs, IHTCs, and other stakeholders, as well as with corporate mailings and information packages;
  • Assist with the scheduling of committee (GAP, IHTC, Twinning, IEQAS, NMO Capacity-Building and laboratory, etc…) meetings and conference calls, take and prepare minutes;
  • Provide logistical support (in HQ and onsite as needed) to the team in organizing department-related workshops, conferences and other events including: develop contact lists for invitation letters; assist with travel and accommodation of participants and facilitators; prepare welcome kits, education materials lists, handouts and documents for printing; tabulate evaluation forms and assist with preparation of evaluation reports;
  • Assist with the creation and printing of various certificates throughout the year.

Education:

  • Assist with the scheduling of the Educational Materials Committee meetings and conference calls, take and prepare minutes;
  • Update and maintain accurate inventory of all electronic and print publications, including cataloguing, filing and archiving; and compile quarterly distribution reports;
  • Keep track of new publications, provide updates and periodically liaise with IT and Strategy & Communications teams on new resources for localized websites;
  • Collect, prepare and process external and internal publication orders and requests for in-country events and WFH conferences and workshops;
  • Coordinate electronic and print mailings either though a mailing house or onsite;
  • Administer permission granting for publication translations, reproductions and adaptations, and compile NMO translations distribution reports.

QUALIFICATIONS & REQUIREMENTS -

  • Bachelor’s degree in international relations, development, public health, political studies, social sciences or other relevant disciplines;
  • Minimum (2) two years of relevant work experience in an office environment, ideally with a not-for-profit, international development organization;
  • Mastery of English as primary language of work (excellent oral and written communication), plus working knowledge of French; fluency in another language/s (Spanish preferred);
  • Superior office administration and work management skills: details-oriented, organized, able to prioritize, multi-task and work on several projects simultaneously;
  • Self-motivated, autonomous, and efficient; flexible individual;
  • Strong interpersonal skills and ability to work well with others in a team environment; sensitive to cross-cultural differences;
  • Strong computer skills, including Outlook, Word, Excel, and PowerPoint, plus experience working with database software: familiarity with Raiser’s Edge an asset;
  • Willingness and flexibility to undertake occasional international travel as required 

Salary will be commensurate with background and experience.

Please send in confidence an English resume and cover letter immediately, and no later than April 4, 2017 (Tuesday) to:
E: recrutement.recruiting@wfh.org                Fx: +1 514.875.8916
The World Federation of Hemophilia / Fédération mondiale de lhémophilie http://www.wfh.org

We thank all candidates for their interest, however only short-listed candidates will be contacted.  Une version française de l’affichage est disponible selon la demande.

Séparateur

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