199-1-Job Description SIVAC Project Assistant final 2010 02 22

							                                   AMP is a non-profit organization with headquarters at the Institut Pasteur
                                   in Paris and offices in Benin, Burkina Faso, Côte d’Ivoire, and Senegal.
                                   AMP’s mission is to promote preventive medicine and public health by
                                   developing expertise and applied research in vaccinology; offering training
                                   in epidemiology and health program management; organizing scientific
                                   and technical meetings; and disseminating information on vaccinology and
                                   other health-related fields.



                                              Job Description

Job title: Project Administrative Assistant
Program: SIVAC
Duty station: Paris, FRANCE


Duties and responsibilities for SIVAC (3/5 FTE)

Under the authority of the SIVAC Program Director, the Project Administrative Assistant will be
responsible for providing secretarial and translation support to the SIVAC team. These include:

• Correspondence: To receive, screen and distribute incoming correspondence, attaching
  background information or related file as necessary. To draft correspondence on own initiative or
  on the basis of instructions; to finalize correspondence/reports for signature.

• Travel: To prepare travel arrangements, check timetables and costs with in-house travel agent,
  making flight and hotel reservations, and dealing with other related matters as requested or on
  own initiative under the supervision of the AMP Senior assistant ;

• Translation and editing: To type, translate, edit for language and grammar, correct and format, in
  accordance with AMP style, technical reports and documents, tabular materials and to assist in
  preparing presentations and other documents in French and English;

• Minutes : To take minutes and to disseminate final version of minutes of SIVAC meetings (both
  internal meetings and meetings with external players)

• Searches: To obtain documents and information from programmes and agencies/institutions as
  required; to perform information-resource-searches (library, internet) as requested;

• Filing: To maintain, in close collaboration with colleagues, the work area filing system (hard copy
  and electronic files), and to maintain files for the professional staff members supported, obtaining
  relevant information as required;

• Schedules: To manage, maintain, and share schedules of the SIVAC staff.

• Invoices and budget: In collaboration with the AMP finance team, to provide limited support for
  SIVAC budget follow-up (status of payment of invoices…).

• Visitors: To screen and receive visitors and telephone calls with tact, discretion, making
  appointments, answering queries and/or redirecting visitors and callers with diplomacy and
  courtesy, obtaining background information on the purpose of appointments;

• Meetings: To participate in the organization of SIVAC meetings, workshops, seminars, e.g. typing
  list of participants, travel authorizations, letters of invitation, documents, photocopying and
  preparing briefing files, presentations and slides, following the meeting budget; and preparing the
  necessary documents to ensure that identification badges are ready in a timely manner, reserving
  meeting rooms, dealing with hotel reservations in collaboration with the Senior assistant of AMP.

• Other duties as assigned.
Duties and responsibilities for Associate Director, Project and Grants management (2/5 FTE)

Under the authority of the Associate Director, Project and Grants management, the incumbent will
provides the same type of duties as mentioned above, in the limits of 1/5 of an equivalent full time.

As the incumbent may provide support to several colleagues, variations in workload may occur,
requiring adaptation and good organization to deal with conflicting priorities, particularly during the
preparation and implementation of meetings/organizational missions.




Qualifications

• Education
  Completion of secondary school education or equivalent

• Experience:
  A minimum of three years of relevant practical experience in administrative work in an
  international setting (knowledge of procedures and practices of international organizations an
  asset).

• Skills:
  Training in or sound knowledge of administrative procedures
  Experience organizing travel plans and events
  Proficiency in translation from French to English and English to French.
  Excellent computer skills including Microsoft Office (Reference Manager an asset)

• Languages:
  English: Mother tongue
  French: Fluent. Excellent knowledge of French, with the ability to read/understand, to draft non-
  standard correspondence, to translate from one language to the other and to communicate
  efficiently and with courtesy in both languages.
  Portuguese: Knowledge of Portuguese an asset.

• Other:
  Good organizational and interpersonal skills with ability to interact professionally and effectively
  with staff at all levels in an international environment.
  Proven capacity to work as a member of a team.
  Tact, discretion and sensitivity to cultural differences.
  Ability to produce quality, finished work in a timely manner.

Conditions of employment
Salary is competitive and commensurate with experience and training. The position will be a short-
term, full-time contract (CDD) for 12 months.

SIVAC project description
AMP has received a grant from the Bill & Melinda Gates Foundation to assist in the establishment or
strengthening of functional, sustainable Independent Immunization and Vaccine Advisory
Committees in GAVI-eligible and middle income countries. The Supporting Independent
Immunization and Vaccine Advisory Committees (SIVAC) Initiative is making recommendations for
program improvements and vaccine introductions through technical assistance, training,
development of tools and information sharing. Please visit our website: www.sivacinitiative.org

How to apply
Interested candidates should send a letter of interest and curriculum vitae to Antoine DURUPT,
adurupt@aamp.org before March 26th, 2010 with the reference: SIVACASSISTANT