Administrative Assistant

Organization:

FIND accelerates equitable access to reliable diagnosis around the world. We are working to close critical testing gaps that leave people at risk from preventable and treatable illnesses, enable effective disease surveillance, and build sustainable, resilient health systems. In partnership with countries, WHO and other global health agencies, we are driving progress towards global health security and universal health coverage. We are a WHO Collaborating Centre for Laboratory Strengthening and Diagnostic Technology Evaluation.

For more information, please visit www.finddx.org

Project Background:

Airborne diseases including TB, in health care settings represent a major public health challenge. In 2010, National Airborne Infection Control (AIC) guidelines were adopted in India. These guidelines included specific policies for TB prevention and control in health care settings. However,the present uptake and implementation of these guidelines remains sub- optimal under the NTEP and NACP. The AIC guidelines assume greater importance with the recent Covid-19 pandemic. With the objective to improve outbreak preparedness, and control TB and other airborne infections at healthcare settings, the proposed activities are designed to ensure adoption of AIC practices at all nodal DR-TB facilities.

Further, with the adoption of Test and Treat policy by NACP the life expectancy of PLHIV has improved, which makes management and prevention of co-infections critical for the successof HIV program. With ART centers being overburdened and overcrowded in India, AIC becomes a core area of public healthintervention to preventtransmission of TB and other airborne infections at these facilities.

Objective and Primary Outcome:

The main objective of the program is improving outbreak preparedness of the healthcare facilities and controlling air-borne infections such as TB and COVID at healthcare settings, the proposed activities under the project will ensure adoption of AIC practices at identified nodal DR-TB facilities and associated ART centers. The project intends to lead to following outcomes:

• Reduced events of airborne diseaseoutbreaks at healthcare facilities
• Safe healthcare facilities that protect healthcare workers and patientsagainst airborne infections.
• Reduced rates of HAI (Healthcare associated infections) especially TB and COVID.
• Improving access to TB servicessupporting mitigation of COVID-19 under NTEP.
• Improved reporting of IC indicators leading to early identification of outbreaks at healthcare facilities.

Location: New Delhi

Job description:

The Administrative Assistant will work closely with the HR & Admin Unit and the project team at FIND. The specific activities will include but not be limited to:

• Travel Coordination
• Arrange domestic and international travel, including flights, accommodations, and transportation for employees and consultants.
• Assist in coordinating travel for training participants, external consultants, and the FIND team.
• Support visa applications and travel insurance as required.
• Procurement Management
• Oversee the procurement of office essentials, including hotels, taxis, stationery, and printing services.
• Source and negotiate with vendors to secure competitive pricing and favorable terms.
• Ensure accurate documentation and tracking of all purchases and inventory levels.
• Reimbursement Processing
• Review and verify receipts and documentation for compliance with company policies.
• Process travel claims, vendor invoices, and other reimbursements, ensuring timely payments.
• Maintain communication with claimants regarding payment status.
• Guide employees on reimbursement policies and submission requirements.

Administrative Support

• Track event-related expenses and maintain records of invoices and payments.
• Maintain a master tracker for all invoices submitted to finance for payment processing.
• Assist in preparing financial reports, data entry for project-related transactions, and donor reports.
• Reconcile travel-related documents and submit them to finance for processing.
• Maintain project-wise billing coordination with vendors and ensure efficient record-keeping.

Assets & Inventory Management

• Maintain an up-to-date record of all organizational assets and inventory.
• Monitor stock levels to prevent shortages and overstocking.
• Ensure timely renewal of asset insurance coverage.
• Coordinate with procurement and project teams to forecast inventory requirements.
• Conduct regular audits to ensure compliance and accountability.
• Prepare reports on inventory trends, asset performance, and improvement recommendations.
• Oversee Fixed Asset Register (FAR), audits, and respond to audit queries when necessary.

Skills and experience required:

• Bachelor's degree in Business Administration, Management, or a related field.
• 3+ years of experience in administrative support, procurement, or travel coordination.
• Strong organizational and multitasking skills.
• Proficiency in MS Office (Excel, Word, PowerPoint) and financial reporting tools.
• Excellent communication and negotiation skills.
• Ability to handle confidential information with discretion.

Nature of Appointment:

The selected candidate shall be initially offered a fixed term employment contract till 31st December 2025.

Deadline to share your application:

Please mail a motivation letter, a detailed resume and three references by 22nd March 2025 via. https://finddx.intranet.digital/external/en/companies/37147673-4fa9-4747-8148- e8f7720fbd7d/jobs/f0576e7a-3acd-4653-8665-ee45201a94ad

Please note that due to the high volume of applications, ONLY short-listed candidates will be contacted. FIND is dedicated to building an inclusive workforce where diversity is valued. FIND is an equal opportunity employer. Every qualified applicant will be considered for employment. FIND does not discriminate based on race, colour, religion, gender, sexual orientation, gender identity, genetic information, age, national origin, marital status, pregnancy, disability status,political ideology, military status, or any other attribute protected by applicable law.