Administrative Assistant (shared) – TEMP 12 mts

April 7 2021
Industries Healthcare, social assistance
Categories Administrative, Clerical, Administrative assistant, Writing, Correction, Translation, Administrative, Clerical
Montreal, QC

** Mastery of English (excellent oral and written communication) - essential to daily WFH international work

ENTRY ASAP (latest  APR 2021)

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The World Federation of Hemophilia (WFH) is an international not-for-profit organization that provides global leadership to save an improve lives for people with hemophilia and other inherited bleeding disorders. Established in 1963, the WFH works with member organizations in 147 countries as well as through a network of international volunteers and healthcare providers to improve and sustain care and "Treatment for All" around the world.

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The WFH is seeking a temporary (12 mts) entry level, motivated team player, with highly developed work organization & activity organization capabilities. The Administrative Assistant will provide shared administrative support to the Global Development department mainly, but also the Research & Education department for specific Education area projects. 

The incumbent will respond to general inquiries & correspondence, help schedule and organize meetings &  conference calls, take minutes, assist prepare reports & presentations as needed, and regularly liaise with other departments/sectors and with WFH volunteers.

Type of position:              TEMPORARY shared services – 12 months; full-time; possibility of extension

Location:                          Montreal Head office (downtown) / Covid-19 home-based currently

Start date:                      ASAP (latest APRIL 2021)

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SPECIFIC DUTIES AND RESPONSIBILITIES – 

O  GLOBAL DEVELOPMENT DEPARTMENT

  • Provide general administrative support to the team including: handling correspondence; document preparation, proofreading; committee meetings and conference calls scheduling & coordinating; minutes taking, completion.
  • Assist the Director or sector Head in preparing general department documents, reports and presentations –ex, annual and quarterly workplans, monitoring & results reports, narrative & financial reports (credit card reports, expense reports, other financials).
  • Prepare letters in response to different individual requests.
  • Act as department's point of contact for internal queries.
  • Coordinate translation services and requests as needed.
  • Provide support with printing, labeling, shipment of documents (certificates, letters, etc.)
  • Once travelling resumes, update department's travel schedule, monitor that related travel forms are completed in a timely manner by the members of the team.
  • On ad-hoc basis, contribute to organization of various WFH regional or global virtual, or in-person events.

Carry out other task related to the role as required by the Director, Global Development and/or Head of Global Training Programs.

O RESEARCH & EDUCATION – Education area (30% time approx.) 

  • Provide general administrative support mainly to team members in the Education area, including: review & proofreading of various educational materials; scheduling & organizing of committee meetings and conference calls; minutes taking and completion.
  • Assist the Director and Education responsible(s) with quarterly distribution reports, including compiling statistics from various departments
  • Respond to general enquiries on education materials
  • Assist in the organization of print distribution of educational materials, including maintaining the print inventory
  • Assist in the provision, distribution and tracking of print materials for all WFH in-person meetings
  • Support department webinars, including registration, simultaneous translation, live support, etc.
  • General support of education activities, including tracking updates, review and translation process of new and existing materials

Carry out other task related to the role as required by the Director, Research & Education

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EXPERIENCE & QUALIFICATIONS -

  • (preference) Bachelor's degree in international relations, development, public health, political studies, social sciences or other relevant disciplines; CEGEP diploma in office systems or communications and 2+ years of office administrative support experience will be considered
  • 1- 2 years of relevant general office work experience: mail merges, financial reconciliation, agenda & meeting organization, activity organization, etc -  ideally with a not-for-profit, international development organization
  • High computer proficiency, with extensive experience with Microsoft Office (Word, PowerPoint, Excel, Outlook internet)        
  • Excellent office administration and work management skills: details-oriented, organized; able to prioritize, multi-task & work on several projects simultaneously, excels in a fast-paced environment; efficient & effective under stress

 

  • Reliable with ability to take responsibility, demonstrate accountability; creative & resourceful with capability to take initiative, follow through with thorough execution; comfortable with change, shifting priorities
  • Strong interpersonal skills, with a positive outlook; service orientation
  • Able to work well autonomously, as well as collaborate with others in a multi-teams environment; sensitive to cross-cultural differences

 

  • Mastery of English (excellent oral and written communication) - essential to daily WFH international work; working knowledge of Spanish and French; fluency in other international language/s – asset
  • Legally entitled to live &@JW_STRONG_BEGIN@# work in Montréal and Canada; availability and willingness to undertake occasional international travel (biennial congress – post pandemic restrictions)

Salary will be commensurate with background and experience.                                                                                

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Please send IMMEDIATELY, an ENGLISH resume & cover letter to:

E: ***********.**********@***.***         

 

Fédération mondiale de l'hémophilie / The World Federation of Hemophilia  -  http://www.wfh.org

Montréal, Qc  H3G 1T7  Canada

 

Facebook: https://www.facebook.com/wfhemophilia   

Twitter: https://twitter.com/wfhemophilia

LinkedIn: https://www.linkedin.com/company/world-federation-of-hemophilia

YouTube: https://www.youtube.com/user/WFHcommunications       

 

We thank all candidates for their interest, however only short-listed candidates will be contacted.  Une version française de l'affichage est disponible selon la demande.

Apply now!

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