Job description- Administrative Assistant

Job Title:  Administrative Assistant

Reports to:  Senior HR & Administration Manager

Location:  Kigutu, Burundi

Organization Background:

Village Health Works (VHW) is a 501(c)(3) corporation. It is a social justice organization founded on the belief that health equity is not a commodity but a right. Founded in partnership with the communities we currently serve, VHW’s mission is to provide the neediest high quality, compassionate health care and education based on critical thinking in a dignified environment. VHW’s holistic approach integrates clinical services with education, food security, economic development, environmental protection, music and the arts. In the context of where we currently work, this is the only way we can sustainably end extreme, multigenerational scarcity in a way that uplifts and engages communities with dignity and in their own context. We believe that the lack of access to quality healthcare and education is the biggest threat to development and world peace.

Currently VHW operates in a wide array of clinical and community programs in a catchment area of over 200,000 people within the provinces of Rumonge and Bururi, though its doors are open for every patient regardless of where that patient is coming from. Our first clinic attends over 51,000 outpatient consultations per year.  Since 2007 until summer 2023, our 60-bed inpatient wards have been providing basic adult and pediatric non-operative inpatient services including treatment of malnutrition, mental health, chronic and acute diseases and uncomplicated obstetrical deliveries. These services have been administered by our staff of generalist physicians under the supervision of our current Medical Director.

Village Health Works has embarked on a plan to expand our clinical services to provide comprehensive quality medical care and training. To achieve this goal, VHW has constructed and officially opened an 85,000 sq. ft. state-of-the-art teaching hospital with several services that include surgery, obstetric deliveries, intensive care, pediatrics and neonatology, emergency, pathology lab, medical education and research center, etc.To provide excellent patient care and training we must expand the scope and skills of the healthcare providers through training, teaching and research, hiring through rigorous development and implementation of systems and structures, policies and procedures that are framed by high quality norms and international standards.

Additionally, VHW has established the Kigutu International Academy, a grade 9-12 boarding school to equip young minds with an education based on critical thinking to prepare them to become the leaders we wish their country and the continent to have for a better future.

Our core values are as follows:

• Every member of VHW’s team must value the dignity inherent in each individual, aspire to excellence in all we do, proceed with boldness and perseverance.
• Compassion and justice must be at the heart of our organization.
• To accomplish the mission of our organization we allmust be accountable to each other and to our community.

VHW is looking for an experienced Administrative Assistant to help in directing daily business operations. The Administrative Assistant should be experienced in a supervisory role, and be able to confidently deliver performance feedback, set goals, foster teamwork, and clearly communicate business objectives. He/she must be able to competently perform duties in coordination with Finance, Operations and HR & Administration.

Responsibilities:

• Assisting the Senior HR & Administration Manager with anything from project planning, recruitment, logistics and budget management.
• Nurturing positive working relationships with staff.
• Delegating daily tasks.
• Addressing any issues in a timely fashion.
• Ensure proper management of administrative correspondence and archive.
• Ensuring company policies and procedures are followed.
• Setting a good example for staff.
• Manage and oversee the administrative staff, including recruitment, training, and performance management.
• Develop and implement administrative policies and procedures to ensure the smooth operation of the office.
• Manage budgets for the administrative functions of the company, including office supplies and equipment.
• Ensure that all administrative tasks, such as data entry, filing, and correspondence, are completed accurately and efficiently.
• Coordinate and manage office events and meetings.
• Maintain and update organisation databases and records.
• Liaise with external stakeholders, such as vendors and clients, to ensure smooth operations.
• Ensure compliance with all relevant laws and regulations.
• Implement and maintain health and safety procedures in the office.

Position Requirements:

• Degree in business administration or similar.
• Bachelor’s degree in business administration, law, or related fields
• Great interpersonal and communication skills.
• Strong problem-solving abilities.
• Good observation skills.
• Good critical analytical thinking
• An ability to deliver constructive criticism.
• Computer literate and English skills.
• An ability to identify weaknesses and provide coaching where necessary.

Position requirements:

• To be a Successful the Administrative Assistant should have a very sound experience of 5 years at minimum in Hospital administration and operations.
• He/she must be able to motivate and positively influence stakeholders, and staff especially during times of low morale.
• A top candidate for this position must have strong leadership and organizational skills.
• The Administrative Assistant should be firm, but also approachable.

How to apply:

Qualified candidates are encouraged to immediately submit a CV and a thoughtful cover letter outlining why this position is of interest, exactly how their experience matches the qualifications stated and what they believe differentiates them from other candidates. Candidates are asked to provide the salary range requested. Submissions without cover letters and salary requirements will not be considered.

Submissions should be in English and sent to:  jobs@villagehealthworks.org

Please include “Administrative Assistant” in the subject line of your email.

Please note: Applications will be reviewed as they are submitted until the position is filled.

Village Health Works considers all applicants on the basis of merit without regard to race, color, religion, gender, age, national origin, disability, marital status, sexual orientation, veteran or military status.