Senior Program Assistant at PATH

Responsibilities:

• Assist one or more CVIA teams with correspondence containing complex and confidential communications to internal and external stakeholders. Where appropriate, draft responses or triage queries or issues to other team members for response. Ensure timely flow of information and materials.
• Provide administrative support in the proofreading, formatting, and document management of proposals, reports, work plans, and other documents. Create and review timelines for key documents with multiple collaborators. Compile reference lists for manuscripts and other externally facing documents.
• Organize and collate project information to support development of project reports to funders and facilitate report submission according to funder requirements.
• Coordinate and manage travel arrangements for team members.
• Assist team finance representative with administrative tasks as requested.
• Assist with completion of administrative forms as required, including travel forms, check requests, meal conference forms, etc.
• Manage scheduling and planning of meetings, including compiling and organizing relevant background materials, assist with drafting and distributing agendas and minutes, and monitoring follow-up activities such as decisions, action items and other tasks as requested.
• Ensure that logistics for meetings, workshops, and other events are arranged. This includes preparing meeting materials, arranging web conferences using appropriate platforms, making catering arrangements, making room reservations, maintaining participant lists, and assisting with guest arrangements.
• Ensure that project team communication and information systems, including SharePoint, BOX, Smartsheet, and any other electronic and paper filing systems, are in place and are regularly maintained. Serve as the primary point of contact to assist team members with filing and locating key project documents.
• Assist team members with support in using various software. Liaise with Information Technology department to resolve hardware and software problems.
• Serve as member of the CVIA’s administrative team to ensure smooth coordination of team schedule and project activities among the different offices. Provide back up for other CVIA Program Assistants.

Required skills and experience:

• Bachelor's degree plus a minimum of two years of administrative experience required; or an
• Associate’s degree and four years of administrative experience.
• Articulate communicator, excellent oral and written communication skills in English and French (preferred).
• Demonstrated history of being proactive and ability to work independently.
• Proficiency in the application of Microsoft Office Suite with an emphasis on proficiency in
• Outlook, Word, PowerPoint and Excel. Experience with Smartsheet preferred (training provided).
• Proven ability to learn and help others use new software.
• Proven success drafting, proofreading, and editing documents.
• Attention to detail.
• Demonstrated ability to work effectively in a multi-site organization and a team-based structure.
• Proven effectiveness prioritizing competing demands and remaining flexible and adaptable with changing priorities.
• Experience with or willingness to learn science-related terminology and concepts related to immunology and vaccines.
• Strong interpersonal and organizational skills.
• Cover letter required.
• Must have legal authorization to work in Ghana or Kenya.