Drugs for Neglected Diseases initiative (DNDi) is a collaborative, patients’ needs-driven, non-profit drug research and development (R&D) organization that is developing new treatments for neglected diseases (www.dndi.org).
DNDi was born out of the frustration of medical teams working with Doctors Without Borders/Médecins Sans Frontières (MSF) who were increasingly unable to treat their patients because the medicines they were using were ineffective, toxic, or no longer produced. MSF committed a portion of its 1999 Nobel Peace Prize funds to develop a new model for R&D for neglected diseases and joined forces with the Oswaldo Cruz Foundation from Brazil, Indian Council of Medical Research, Kenya Medical Research Institute, Ministry of Health of Malaysia, and the Institute Pasteur of France to create DNDi in 2003. To date, DNDi has delivered eight new treatments or therapeutic advances that are already in the hands of millions of patients.
Headquartered in Geneva, Switzerland, DNDi also has offices in Brazil, Democratic Republic of Congo, India, Japan, Kenya, Malaysia, South Africa, and the US. In 2008, DNDi opened an affiliate office in New York City to serve as the headquarters for DNDi North America (DNDi NA). A registered 501(c)(3) non-profit, DNDi North America works to strengthen and expand scientific, policy advocacy, partner development, communications, and in particular, fundraising efforts in the region to enhance DNDi’s global impact.
Purpose of the position
The Executive & Administrative Assistant position is a full-time position supporting all aspects of the DNDi North America office, including executive direction, R&D and access support, policy and advocacy, private and public fundraising, communications, human resource management and administration, and finance activities. The position requires an independent self-starter eager to provide cross-office and DNDi NA Board of Directors support, coordinate with other DNDi offices (Geneva, regional offices, etc.), and manage high-level correspondence with external actors and partners, undertaking a broad variety of responsibilities in collaboration with a small team of individuals committed to medical innovation and access to medicines issues.
Specific job responsibilities
- Anticipate administrative needs of the Regional Executive Director and address those needs proactively
- Draft high-level ‘business correspondence’ and keep track of, prioritize, and monitor meetings with policy, access, advocacy, fundraising, and R&D contacts as well as other items and tasks to be handled by the Regional Executive Director
- Maintain calendar and schedule meetings for the Regional Executive Director and other senior managers, as needed, as well as regular team meetings and strategic planning retreats
- Maintain active links with other executive/office assistants and managers to maximize internal coordination and facilitate internal planning
- Maintain accurate and up-to-date records in the Salesforce database pertaining to the Regional Executive Director’s contacts
- Oversee compilation and submission of expense receipts for reimbursement to the Regional Executive Director and other senior managers.
- Enable the Regional Executive Director and Management Team (MT) members to make effective and efficient use of DNDi resources and time management
- Be an active part of a highly collaborative US-based team and maintain reliable support to the Regional Executive Director, Management Team, and other team members
Special projects & events
- Maintain compliance documentation for DNDi NA together with the Financial Control Manager.
- Provide support for public and private fundraising, as needed.
- Ensure registration and appropriate DNDi representation at key policy meetings (e.g. UN Civil Society Hearings, policy roundtables, etc.)
- Provide logistical support for conferences and meetings, including attendee registration and tracking, room setup/breakdown, preparation of print materials, catering, and technology needs
- Serve as the point of contact for DNDi NA for planning travel, accommodation, agendas, etc. for DNDi staff and Board members, including international staff
- Participate occasionally in global administrative assignments or projects in coordination with the Regional Executive Director and support US-based team members in with their global responsibilities
- Oversee North America office-specific budget, with support from Financial Control Manager
- Maintain office supplies inventory by checking stock to determine inventory level; placing and expediting orders for supplies; verifying receipt of supplies
- Coordinate IT, videoconference, telecommunications, and other support as needed
- Maintain shared office calendar
- Answer phones, process mail, and other general administrative tasks
- Schedule and assist with preparation and follow-up of DNDi NA Board of Directors meetings, including taking minutes, convening Board committee meetings, etc.
- Support DNDi NA Board of Directors in its efforts to promote due diligence by liaising with legal counsel and drafting documents as needed, in close coordination with the Regional Executive Director and the Board Chair
- S/he reports to the Regional Executive Director
- The Executive & Administrative Assistant works with the entire DNDi NA team.
- This position works with other executive/office assistants and managers in other DNDi offices, and with disease initiatives and departments, as needed. This position maintains relationships with several organizational units including some outside DNDi, projecting image of a reliable service provider or partner.
- This position interacts with other global senior team members on global projects.
Skills and attributes
- Ability to use initiative, prioritize, multi-task, and work well under pressure to meet deadlines
- Clear and systematic thinking that demonstrates good judgment and problem solving competencies
- Good communication skills in multicultural, multi-lingual environments
- Ability to work effectively as part of a multicultural team
- Well-organized and structured (previous exposure to project management)
- Good analytical skills
- Ability to contribute to the project delivery under supervision
- Ability to manage small projects if delegated by upper levels with close supervision
- Ability to supervise an Intern or Apprentice
- Over 3 years’ relevant experience
- Proven ability to work effectively in a team environment and matrix structure
- Experience of working in public and private sector is highly desirable
- Bachelor’s degree, Masters is a plus
- Formal training or certification as required by the function
- Fluency in English required; Spanish desired, French a plus
- Good knowledge of Microsoft Suite
- Good knowledge of Salesforce database preferred
- Status: Full time – permanent role
Salary & benefits
- Salary commensurate with experience. Generous benefits package, including health insurance, dental insurance, vision insurance, generous vacation days, and contributions to individuals’ 403(b) plans.
New York City vicinity; other locations may be considered. Please note that our offices in NYC are currently closed due to COVID-19 and all US-based staff work from home remotely.
- Please submit your application using the online form
- Deadline for application: Accepting applications until 4 July 2021
- Only shortlisted candidates will be contacted
- Application submission for this position may close early if we have enough suitable applicants
DNDi North America strives to be an actively anti-racist organization and is an Equal Employment Opportunity employer. We strongly encourage Black, Indigenous, and People of Color (BIPOC), women, individuals with disabilities, and members of the LGBTQ community to apply.