KNCV Tuberculosis Foundation is seeking a
Full time Administration Officer for the USAID Regional Approaches for Eradicating Tuberculosis (RAFET) program in Central Asia
Duty station: Almaty, Kazakhstan
*This vacancy is being readvertised*
KNCV Tuberculosis Foundation
KNCV Tuberculosis Foundation is an international non-profit organization dedicated to the fight against tuberculosis (TB), and related health problems like HIV, antimicrobial resistance, and COVID-19. Tuberculosis is the deadliest infectious disease in the world. Being an international knowledge center, KNCV promotes effective, efficient, innovative and situation specific strategies and solutions to eliminate TB and related health problems in a national and international context.
Our multidisciplinary team of passionate professionals covers a broad range of expertise in the areas of programmatic prevention and management of TB and related health problems; new diagnostics, drugs, and regimens; evidence generation and dissemination; clinical management, people centered care, and stigma reduction; laboratory technologies and networks; education; mobile and digital health solutions and surveillance; strategic planning and advocacy; communication and project management.
KNCV’s regional office for Central Asia is located in Almaty, Kazakhstan
Purpose of the position
KNCV Tuberculosis Foundation is seeking a highly organized and proactive Administrative Officer to support our operations and logistics for the USAID Regional Approaches For Eradicating Tuberculosis (RAFET) program in Central Asia. The goal of this activity is to reduce the burden of tuberculosis, particularly drug‐resistant tuberculosis (DR‐TB), in the Central Asia region, through 1) support to regional cooperation and collaboration that will allow forward progress on challenges that the region faces, such as labor migration of people being treated for TB, data sharing to understand trending epidemiology and increasing drug resistance; 2) capitalize on the many innovative practices each country has already invested in and ensure they are shared widely and replicated if appropriate, so all five National TB Programs continue to demonstrate progress. Under this last objective, there will also be limited targeted bilateral technical interventions in Kazakhstan, with a focus on the Innovate and Sustain pillars of the USAID Global TB Strategy 2023‐2030. The project will be implemented in the following countries: Kazakhstan, Kyrgyzstan, Tajikistan, Turkmenistan, and Uzbekistan.
The ideal candidate will be responsible for ensuring efficient administrative processes, supporting programmatic functions, and providing essential logistical and office support. This role is crucial in helping our team achieve its objectives and maintain smooth day-to-day operations.
Position within the organization
The Administration Officer is a non-key staff member of the RAFET activity and is accountable to the Deputy Chief of Party.
Job profile
The Administration Officer will be responsible for coordination and administration of the logistics and procurement associated with technical activities implementation and office maintenance.
Key responsibilities
Administration and Logistics Support
- Manage office operations including scheduling, correspondence, and filing.
- Coordinate and oversee office supplies, equipment maintenance, and other logistical needs.
- Provide assistance on the office moves, including selection of premises.
- Prepare documentation, materials, refreshments for meetings and workshops/trainings were necessary.
- Handle travels arrangements for local and international guests including lodging, meal planning if required.
- Make timely arrangement to maintain internet faults, office building, furniture, fittings and equipment in all the survey sites.
- Work closely with the Financial Officer to maintain an inventory of all office assets.
- Maintain hard copy and electronic filing systems; to ensure integrity and continuity of data/information.
- Advises on and implements best use of office space, materials and equipment.
- Ensures staff have been instructed on the use of office furniture and equipment.
- Ensures the building and the office furniture meet health and safety requirements and that facilities comply with legislation.
- Implements facility related activities and projects.
- Conducts, in close consultation with HRM, a bi-annual Risk Inventory.
- Develops and implements facility emergency plans.
- Coordinates the emergency response team.
- Develops and implements the guidelines and procedures for central services.
- Ensures that all employees follow the correct procedures and guidelines for central services (reception, catering, phone, mail, meeting facilities).
Event Coordination
- Organize and coordinate meetings, workshops, and events including logistics, materials preparation, and attendee coordination.
- Assist in planning and executing travel arrangements (airfare, hotel) for staff and visitors.
- Making visa /work permit arrangements
Financial and Procurement Support
- Assist with budget development, tracking, expense reporting, and procurement processes related to the events’ logistics.
- Prepare purchase requisitions necessary for office or as requested by project staff.
- Conduct local market research for supply, services and works.
- Liaise and negotiate with local vendors regarding proposals and information for the purchase of equipment, materials and services for technical activities and office needs.
- Inspect accurately and timely, goods, services and works procured in order to establish client specification.
- Provides accurate information for inventory management.
- Ensures that the inventory of all information systems within KNCV is up to date and coordinates efforts to ensure optimal connectivity between those systems.
Requirements
Education:
- Bachelor degree in business, administration, or related field preferred.
- 3-5 years’ experience of working as Administrator or other similar positions with international organizations.
Skills:
- Experience in negotiating and relation management;
- Experience in procurement;
- Knowledge and experience with project management;
- Detail-oriented with a strong commitment to accuracy and quality;
- Proactive problem-solving skills and ability to handle sensitive information with discretion;
- Significant experience of organizing office procedures;
- Excellent record-keeping skills;
- Excellent interpersonal and organizational skills and able to communicate with persons at all levels;
- Excellent computer literacy with adequate knowledge in Word, Excel, and PowerPoint;
- Ability to work as part of a team as well as independently;
- Excellent English and Russian verbal and written communication skills. Ability to speak Central Asian languages is preferred.
What we offer
- Fixed-term contract (for the duration of the project)
- Dynamic work environment
- Competitive salary based on qualifications and experience
Application and information
You can apply for this position by submitting your CV, including a motivation letter and 3 professional references, before October 25, 2024, 6pm CET via tatyana.pushkina@kncvtbc.org. For more information, also please contact Tatyana Pushkina at her e-mail address. For further information on KNCV Tuberculosis Foundation, please see www.kncvtbc.org.