Assistant, Global Operations

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 58 million people in Africa. VillageReach in incorporated in Washington State and has offices in Seattle (USA), Democratic Republic of Congo, Malawi, and Mozambique.

DESCRIPTION

Summary

The Assistant provides top-notch support to the VP, Global Operation, the Global Operations team, the Assistant, President’s Office, and staff at large in the areas of: procurement; asset tracking and maintenance; computer set up and basic troubleshooting; travel arrangements and travel safety and procedures; administration, orientation, and training on VillageReach software; record management; and facilities. The Assistant keeps the front office running, handles phones and mail; and researches issues as they arise.

This position is fast-paced, dynamic, and integral to the smooth operation of our organization. The Assistant must be extremely organized, proactive, and flexible; able to meet multiple deadlines and set priorities; and have superior communication skills.

Description

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

• General office support: Serve as the first point of contact at VillageReach; greet visitors, answer, screen and transfer a low volume of inbound calls, monitor phone messages, and monitor the general VillageReach email account. Receive deliveries and route incoming mail/email appropriately.

Maintain office equipment (copiers/printers); order supplies for the office as needed; maintain office orderliness in common areas and assist with facilities requests. Assist with HQ purchases and on occasion international shipping to country offices.

Help coordinate and write notes for monthly staff meetings. Administer and maintain organizational files and documentation, mainly on Dropbox. Calendar management as needed to support the VP of Global Operations and Executive Assistant.

• Procurement and asset tracking: Work closely with IT and finance to maintain and update local and global assets. Manage internal procurement system and research and make recommendations on equipment purchases.
• Technology support: Triage routine or complex IT problems by monitoring [email protected], either problem-solving or escalating issues to internal and external IT experts. Assign and maintain usernames and passwords for VillageReach, Exchange email, software applications and cloud-based systems. Maintain and track licenses for, and orient and train staff on, VillageReach business software.
• Travel: Make frequent travel arrangements involving complex international itineraries and hotel arrangements as needed; act as a liaison for the coordination of travel with travel agent and employee; assist with paperwork and track status for visa applications needed for employees traveling; serve as administrator for outside travel security service and system.
• Finance support: Manage credit card reconciliations for VillageReach’s Global Operations card, Travel card, and the VP of Global Ops’ card. Keep track of purchase requests, receipts, and invoices. Receive and deposit checks for the finance team.

Perform other duties as assigned.

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

REQUIREMENTS

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 the essential functions.

Supervisory Responsibilities:

This position has no supervisory responsibilities.

Education & Experience:

• Minimum 2 years of experience and demonstrated success working in a fast-paced, multi-faceted office environment required.
• Bachelor’s Degree preferred OR equivalent combination of education and experience.
• Fearless in embracing relevant office technology, including demonstrated ability to easily adopt and train others on new tools and processes.
• Excellent written and verbal professional communication abilities.
• Ability to multi-task and prioritize deadlines/deliverables.
• Strong organizational skills and attention to detail.
• Flexible and patient with ability to respond quickly to changing priorities.
• Interest in project coordination and creating and improving processes (experience a plus!)

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.
• This position is located in Seattle and requires you to be in the office 2-3 times per week.
• 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.

Approximately 90% of the workday is spent sitting. Must be able to lift 25 lbs.

COMMITMENT TO DIVERSITY & INCLUSION:

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.

APPLICATION INFORMATION:

This is an immediate hire and therefore resumes will be reviewed on a rolling basis until hired. To apply, please submit your resume and a cover letter to our online portal: http://www.villagereach.org/join-us/

Safeguarding:

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.

Compensation:

VillageReach has an established compensation structure that is based on the relevant market and internally transparent. The range for this position is $41,700 to $48,800. 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.