The European and Developing Countries Clinical Trials Partnership (EDCTP) is a not-for-profit organisation with a European office in The Hague, The Netherlands and an African office in Cape Town, South Africa. EDCTP is a partnership between European and African countries to accelerate the development of new clinical interventions such as drugs, vaccines, microbicides and diagnostics against poverty-related diseases in Africa (HIV/AIDS, malaria, tuberculosis). The organisation supports clinical trials, capacity strengthening and networking in Africa and Europe. Visit www.edctp.org for more information.

We are looking for an Administrative Officer to be based at the EDCTP office in The Hague to provide administrative and secretarial support to the EDCTP Secretariat.

Duties and responsibilities:

The main duties and responsibilities will include:

• Providing administrative and secretarial support to the Calls and Grant team including entering data in the project database system
• Maintaining phone and other relevant contacts for the organisation
• Handling incoming phone calls, arranging conference calls with a VOIP conferencing system, registering and archiving incoming and outgoing mail, and arranging DHL courier deliveries when necessary
• Assisting the travel department with administrative preparations for meetings when necessary, travelling to and assisting at events such as the annual forum or constituency meetings when required
• Taking minutes at meetings as required e.g. weekly staff meetings and posting them on SharePoint, monitoring the progress of agreed action points and decisions made during the staff meetings
• Supervising practical office management matters (e.g. management of office supplies)
• Receiving visitors to the Secretariat and providing them with refreshments
• Updating agendas and arranging meetings for directors and managers
• Providing secretarial support to the Executive Director and other directors and managers
• Providing administrative support to the Risk Management work team
• Assisting with producing EDCTP reports for the EC
• Liaising with hosting institution’s support service staff about office matters
• Ensuring that EDCTP business contracts and agreements are filed correctly in the EDCTP document management system and in the relevant archive
• Acting as back-up for the Administration & HR Assistant when necessary
• Maintaining the general archive and making suggestions on how to improve the current system; and ensuring that all archiving complies with EDCTP standard operating procedures
• Ensuring that project files are archived together with all supporting documentation and that the filing system is effective and efficient; recording and issuing new codes for files.

Person specification:

• Educated to MBO level
• Minimum of 3 years experience in a secretarial support position
• Excellent English written and oral skills
• Excellent knowledge of and practical experience with Microsoft Office
• Strong organisational skills
• Creative and able to improvise; flexible attitude
• Experience working in an international and multicultural environment
• Good team player and able to deal with stress
• Willing to work extra hours when necessary in order to meet deadlines
• Commitment to assuring quality, timeliness and accuracy when carrying out tasks and responsibilities
• Comfortable dealing with people at all levels both within and outside of the organisation.

The European and Developing Countries Clinical Trials Partnership (EDCTP) is a not-for-profit organisation with a European office in The Hague, The Netherlands and an African office in Cape Town, South Africa. EDCTP is a partnership between European and African countries to accelerate the development of new clinical interventions such as drugs, vaccines, microbicides and diagnostics against poverty-related diseases in Africa (HIV/AIDS, malaria, tuberculosis). The organisation supports clinical trials, capacity strengthening and networking in Africa and Europe. Visit www.edctp.org for more information.

Salary scale:
EDCTP offers a highly competitive salary package commensurate with experience and qualifications.

Employment conditions:

The employee will be stationed at the EDCTP Secretariat in The Hague, Netherlands
Applicants must have a valid working permit in The Netherlands
The EDCTP Secretariat is characterized by a multicultural work environment and English is the official language.

Applications:

Applications can be done using the link below including a letter of motivation midnight 24 February 2012.