Administrative Assistant

4 months ago

Delhi Delhi, India Clinton Health Access Initiative Full time

Overview:
The Clinton Health Access Initiative, Inc. (CHAI) is a global health organization committed to our mission of saving lives and reducing the burden of disease in low-and middle-income countries. We work at the invitation of governments to support them and the private sector to create and sustain high-quality health systems.

CHAI was founded in 2002 in response to the HIV/AIDS epidemic with the goal of dramatically reducing the price of life-saving drugs and increasing access to these medicines in the countries with the highest burden of the disease. Over the following two decades, CHAI has expanded its focus. Today, along with HIV, we work in conjunction with our partners to prevent and treat infectious diseases such as COVID-19, malaria, tuberculosis, and hepatitis. Our work has also expanded into cancer, diabetes, hypertension, and other non-communicable diseases, and we work to accelerate the rollout of lifesaving vaccines, reduce maternal and child mortality, combat chronic malnutrition, and increase access to assistive technology. We are investing in horizontal approaches to strengthen health systems through programs in human resources for health, digital health, and health financing. With each new and innovative program, our strategy is grounded in maximizing sustainable impact at scale, ensuring that governments lead the solutions, that programs are designed to scale nationally, and learnings are shared globally.

At CHAI, our people are our greatest asset, and none of this work would be possible without their talent, time, dedication and passion for our mission and values. We are a highly diverse team of enthusiastic individuals across 40 countries with a broad range of skillsets and life experiences. CHAI is deeply grounded in the countries we work in, with majority of our staff based in program countries.

In India, CHAI works in partnership with its India registered affiliate William J Clinton Foundation (WJCF) under the guidance of the Ministry of Health and Family Welfare (MoHFW) at the Central and States' levels on an array of high priority initiatives aimed at improving health outcomes. Currently, WJCF supports government partners across projects to expand access to quality care and treatment for HIV/AIDS, Hepatitis, tuberculosis, COVID-19, common cancers, sexual and reproductive health, immunization, and essential medicines.

**Position Summary**:
The Administrative Assistant in Delhi will be crucial for supporting daily operations across multiple areas such as Office management and logistics coordination, event planning and execution, Vendor and asset management, financial tasks including bill processing and payments, Interdepartmental coordination, especially with Finance and Program teams. This role requires strong organizational and communication skills, attention to detail, and the ability to handle diverse responsibilities efficiently. The Assistant will be instrumental in maintaining smooth office operations and supporting various organizational functions.

**Responsibilities**:
**Meeting and Event Coordination**:

- Organize and manage regular meetings for WJCF staff, liaising directly with travel agents and hotels to secure the best deals and offers.
- Coordinate logistics for conferences, meetings, workshops, special events, and appointments, including room reservations, catering arrangements, conference call setup, presentations, note-taking, and preparation of meeting summaries.

**Travel Management**:

- Maintain a comprehensive tracking system for all staff travel within the organization.
- Collaborate with travel agents for booking flights, accommodation, taxis, and visa arrangements.

**Procurement and Vendor Management**:

- Support the procurement process, including the preparation of RFQs, RFPs, receipt of quotations, bids or proposals, evaluation forms, and related documentation.
- Monitor and prepare purchase orders, approvals, requests, expense reports, fee payments, and process invoices, ensuring compliance with organizational policies and regulatory requirements.
- Review and assist in processing vendor invoices for general procurement, travel, accommodation, courier services, and other logístical needs.
- Manage the smooth supply of office utilities (electricity, water, cleaning, internet, rent, etc.) and oversee minor repairs and maintenance.
- Maintain and update the vendor database regularly.

**Administrative Support**:

- Provide administrative and program support across various departments, including operations, finance, technical, procurement, and administrative teams.

Qualifications:

- Bachelor's degree required.
- Strong ability to multitask, prioritize tasks, and meet tight deadlines.
- Advanced negotiation skills with a focus on securing the best deals and ensuring value for money.
- Excellent interpersonal, communication, organizational, and people management skills.
- Ability to work effectively as part of a team, demonstrating respect for

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