Established in 2003, the Drugs for Neglected Diseases initiative (DNDi) is a collaborative, patients’ needs-driven, non-profit drug research and development (R&D) organization that is developing new treatments for neglected diseases.

After 15 years of sustained growth, DNDi has built a team of approximately 240 employees working across nine offices (Geneva, Rio de Janeiro, Kinshasa, Nairobi, New Delhi, Kuala Lumpur, New York, Tokyo, and Cape Town).

The DNDi Latin America office was opened in 2004. With the primary aim to support regional R&D activities for Chagas disease and leishmaniasis, along with activities in hepatitis C, the Latin American office also undertakes advocacy and communications activities to increase neglected disease awareness in the region. It also leads capacity-building projects through multi-country research platforms, including the Chagas Clinical Research Platform and redeLEISH.

Purpose of the position

The Operations Intern will directly assist and interact with all DNDi LATAM staff on a wide range of activities related to contract management, office administration, procurement for the projects and for the office, logistics, support Internal Communications, and other administrative tasks, as assigned.

S/he will establish and maintain our administrative systems and processes that allow effective organization of our office which include proper filing, management of our office service providers and respective contracts, inventory records, purchasing orders, and the overall administrative support for the projects.

Specific job responsibilities

• Collaborate with seeking suppliers/service providers and support the service contracting process without all stages of the process under the supervision of the Procurement in the region
• Support in the administration of office contracts (such as office rental, telecom and internet services, insurances, travel agency, maintenance, etc.) including delivery, receipt, warranty, damages, etc.
• Assist with reconciliations or resolve value discrepancies when they occur
• Collaborate with the office supply purchasing and maintenance of inventory records
• Contribute to office budget elaboration and help track office expenditures, ensures cost effectiveness and value for money
• Support the possible modifications and adaptations of the physical and virtual work facilities to be appropriate to the needs, including the implementation of the COVID Task Force office plans (office maintenance, workspace, telecommunications, inventories, files, security, etc.)
• Receive invoices and compare them to the quoted prices and requests. Assist with the necessary steps to correct mistakes if any exist
• Assist control of the petty cash system and ensure appropriate record keeping
• Update and retrieve KPI’s monthly
• Participate in new process implementations
• Work collaboratively with all other departments on Administration/Operational matters
• Collaborate with Internal Communications and HR in preparing with the development of presentations or another online material
• Help with safety and wellness initiatives
• Assist with the organization of events and logistics related to the projects and with the organization of travels
• Perform other duties as assigned

Reporting line

• The intern will report directly to the Senior Regional Operations Manager, but will work closely with all Operations department staff

Interactions

• Works with all Regional Office Latin America departments
• S/he interacts with supervisor or colleagues to exchange basic information and request instruction. Contacts include several units in and outside the organization

Job requirements

Skills and attributes

• Ability to use initiative, prioritize, multi-task, and work well under pressure to meet deadlines
• Good communication skills in multicultural, multi-lingual environments
• Ability to work effectively as part of a multicultural team
• Attention to detail, and good oral and written communication skills are all essential to this position.
• Good time management and organizational skills
• Ability to work with numbers and analysis
• Hands-on profile
• Committed and willing to help others to complete their work
• Have the ability to support and enable change.

Experience

• Experience in administrative tasks is desirable

Education

• Administrative Management, Business Management, Production Engineering, Logistics or a related field, at least coursing 4-5 period

Other requirements

• Proficiency in local languages
• Advanced English
• Spanish knowledge (desirable)
• Good knowledge of Microsoft Suite

Other information

• Status: Part time

To apply

• Please submit your application using the online form
• Deadline for application: Accepting applications until 4 January 2021
• Only shortlisted candidates will be contacted
• Application submission for this position may close early if we have enough suitable applicants