PATH is a global nonprofit dedicated to achieving health equity. With more than 40 years of experience forging multisector partnerships and with expertise in science, economics, technology, advocacy, and dozens of other specialties, PATH develops and scales up innovative solutions to the world’s most pressing heath challenges.
The Operations Assistant will be based in Kinshasa and will report directly to the Operations and Procurement Manager. The Operations Assistant will provide operations and procurement support with the overall target to maintain efficiency in program activities and ensuring full compliance with PATH internal policies and procedures.
Overall Responsibilities
Assist in managing facilities for Kinshasa and/or other large field offices in DRC.
Track office equipment functionalities – except IT equipment- and ensures equipment within office are working well and report any malfunctions for action.
Coordinates mail management in the Admin-Finance dept such as arranging for invoice and mail pick-ups; sorting and distributing incoming mail; arranging for outgoing mail including internal courier services.
Maintains office supply inventories: kitchen supplies, office supplies and stationery.
Assist in coordinating maintenance of office equipment and transport for satellite office(s).
Coordinates and maintains records for staff telephones parking and petty cash.
Ensures prompt payment of bills and utilities and track payments.
As needed perform back up duties for procurement officer, executive assistant and receptionist
Procurement
Assist procurement officer in bid openings and transcription of meeting notes.
Upon request, assist in procurement activities to support the procurement officer including but not limited to maintenance of vendors records, contracts management, tracker updates, etc.
Liaise with PADMs to ensure effective procurement support to projects and compliance with policy by assisting procurement officer in preparing master procurement plan, specific procurement requests, etc.
Travel and workshops
Assist projects and country office in booking air tickets, hotels, vehicles, and catering services.
Reconcile on a monthly basis PATH purchase orders to received invoices, track payment of services/goods received and ensure prompt notification of vendors.
Keep SADM or Operations manager abreast of all booking issues and reconciliations monthly.
Finance
Perform data entry in Business World for projects and country office as needed.
Review petty cash transactions and data entry in GL.
Review facilities expenses on a monthly basis and report variances against budgets to SADM.
Office management
Maintain and update office and kitchen supplies inventories documents.
Assist in meeting rooms reservations as well as other focus rooms occupancy.
Supervise cleaners and ensure PATH is receiving top service quality.
Update office seating plan.
Supervisory role
Supervise the receptionist.
Required Qualifications
Bachelor’s degree is required.
minimum 3 years’ experience providing support in office and project management, Administration, Travel, Procurement, and Finance.
Excellent skills in MS Office Suite (Excel, PowerPoint, Word, Access).
Some supervisory experience.
Work well under pressure and prioritize to meet deadlines.
Ability to work independently with a high degree of reliability, accuracy, and productivity.
Strong oral and written communication skills; fluency in French and English is required.
PATH is dedicated to building an inclusive workforce where diversity is valued.
