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Job Description

Course Administrative Assistant (Operational Research)

International Union Against Tuberculosis and Lung Disease (The Union)

New Delhi

1. POSITION VACANT:  Course Administrative Assistant (Operational Research), The Union, New Delhi, India

2. ORGANIZATION BACKGROUND:

Founded in 1920, the International Union Against Tuberculosis and Lung Disease (The Union), is both a non-profit institute with five scientific departments and several offices worldwide, and a federation of close to 3,000 organisations and individuals who are committed to the same goals. Its scientific departments focus on tuberculosis, HIV, lung health and non-communicable diseases, tobacco control and research; and each engages in research, provides technical assistance and offers training and other capacity-building activities leading to health solutions for the poor.

The Union’s Mission: To promote national autonomy within the framework of the priorities of each country by developing, implementing and assessing anti-tuberculosis, lung health and non-communicable disease programmes as well as other public health issues.

The Union’s Vision: Health solutions for the poor.

The Union’s Values:
(1) Quality: The Union delivers services and products to the highest possible standards.
(2) Accountability: The Union is responsible steward of resources and delivers on its commitments.
(3) Independence: The Union maintains the freedom to pursue innovation and is guided by the best evidence to improve the health of the poor.
(4) Solidarity: The Union stands together with its members and partners, as one, to overcome the greatest challenges to improve health among the communities it serves.

For more information about The Union’s work in South East Asia, please visit http://www.theunion.org/where-we-work/south-east-asia

3. JOB DESCRIPTION/ RESPONSIBILITIES:

The Union has been actively involved in capacity building in the area of Operational Research (OR) for several years and has been conducting national and international training courses in OR in both low and middle-income countries. The model, known as Structured Operational Research and Training Initiative or ‘SORT IT’ by WHO-TDR , is now being scaled-up globally. To further this vision in India and Asia in the next five years, The Union is seeking qualified local candidates for the above-mentioned vacancy at the South-East Asia Regional Office, at New Delhi, India.

Reporting to the Deputy Director (Research) and Regional Director, the Course Administrative Assistant (OR) shall be responsible for assisting with organizing OR and other short courses conducted by USEA Office and provide comprehensive secretarial and administrative support to the project(s) and its staff.

Key Responsibilities:

A. OR Course Administration
(1) Reply to information requests about courses;
(2) Post application forms and course outlines on The Union’s Website;
(3) Collect completed application forms, CVs, written statements and check that all required documents are incorporated;
(4) Prepare a list of candidates;
(5) Email the Project Director: list of candidates, application forms, CVs and required reports;
(6) Communicate with candidates regarding the application results;
(7) Provide acknowledgement letters to selected participants.

B. Logistics Support
(1) Coordinate for hotel bookings, ensure venue is prepared and audio-video materials and coffee breaks are organised;
(2) Coordinate with Travel Services for travel arrangements of participants and facilitators;
(3) Prepare allowances and reimbursements for participants;
(4) Coordinate purchase of stationery and prepare course materials;
(5) Coordinate with the Logistics Unit for dispatch of course materials;
(6) Contribute to any progressions that are required in the logistics and administration.

C. Manage Memberships
(1) Follow up on course costs with the Project Administrator;
(2) Communicate details of the participants to the Membership Services (for their two-year Union Membership with access to the International Journal of Tuberculosis and Lung Disease (IJTLD);
(3) Prepare internal invoices for the Membership of the participants;
(4) Prepare course authentications towards the end of course and module;
(5) Prepare a feedback form and play a lead role in the analysis of inputs.

D. Manage Meetings/ Appointments; Other Administrative Support
(1) Manage appointments, correspondence, calendars, schedule and co-ordinate meeting/conference calls;
(2) Answers request that require a complete knowledge of office policies and procedures;
(3) Assemble and organize information for meetings (e.g., staff meetings);
(4) Provide timely support and develop well-planned work plans and annual calendar of deadlines for key compliance;
(5) Assist Travel coordinator with travel arrangements, travel expense reports, hotel reservations and other travel logistics including visa letters, as and when required for the project(s);
(6) Develop a filing system for project related files and assist in maintaining USEA Office database;
(7) Assist the course coordinator and OR fellow(s) in monitoring the course outputs, in-particular the 18-month acceptance and publication of submitted papers and the 18-months assessment of whether research has changed policy and practice and whether the participant /institution has continued to engage in operational research following the completion of the course;
(8) Perform other relevant duties as required by the Supervisor, Deputy Director (Research) and Regional Director, The Union, South-East Asia Office.

4. QUALIFICATIONS, EXPERIENCE AND COMPETENCIES:        

Qualifications:
(1) Applicants must be graduates in any discipline;
(2) Post-graduate applicants shall be at an advantage.

Experience:
Minimum three years of work experience in non-governmental or developmental sector, in the area of administrative support. Applicants with prior exposure to providing administrative support to academic institutions and/or training programmes shall be at an advantage.

Skills and Competencies:
(1) Self-driven individuals with a strong sense of initiative;
(2) People-friendly attitude;
(3) Ability to work effectively within a team environment;
(4) Good interpersonal skills including problem solving and leadership abilities;
(5) Excellent verbal and written communication skills;
(6) Proficiency in MS Office;
(7) Agility and flexibility to perform a variety of tasks as and when required;
(8) Willingness to travel up to 20% of time within the country and outside the country to programmatic areas, as necessary.

5. CONTRACT TYPE: The successful candidate shall be offered a one-year contract with The Union.

6. COMPENSATION OFFERED:

Gross remuneration budgeted for the position is attractive. Offers shall be commensurate with the qualifications, experience and salary history, of the selected candidate.

7. LOCATION: New Delhi

8. REFERENCE: CAA-UNION

9. CONTACT INFORMATION:

Senior Consultant
Strategic Alliance Management Services P Ltd.
1/1B, Choudhary Hetram House, Bharat Nagar
New Friends Colony, New Delhi 110 025
Phone Nos.: 011- 2684 2162; 4165 3612
Email: caa-union@sams.co.in

10. APPLICATION PROCESS:

Interested candidates must send their updated resume/ CV and cover letter to caa-union@sams.co.in indicating the position applied for in the subject line latest by September 22, 2017. Applicants must also submit the Job Application Form (to be filled online at https://goo.gl/forms/hchmlnx4QzdbJBRx1) before the above-mentioned deadline. Please note that applications submitted without the Job Application Form will not be accepted.

The Union is an equal opportunity employer. Qualified women candidates are encouraged to apply. Please note that only short-listed candidates shall be contacted.