Elizabeth Glaser Pediatric AIDS Foundation

Company Description

Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) is on a mission to create a world where no mother, child or family is devastated by HIV and AIDS. Join us on our fight for an AIDS-free generation.

Job Description

Titre du poste : Information Technology & Admin Assistant

Rapporte au : Senior Finance Manager & Operations Focal Point

Affectation : Kinshasa

The IT & Admin Assistant supports and administers EGPAF’s systems and applications. They manage nightly backups and offsite data storage, configure and install user hardware workstations and purchase necessary IT operational items. The IT Officer works with the EGPAF DC office to plan an overall IT/infrastructure strategy to ensure the systems properly support the office’s ongoing growth. They coordinate with DC to add, configure and delete user accounts, lead system installations and upgrades, trouble shoot moderately complex network problems and are the first line of support for all user requests. He /She support in fleet management, store management and administration.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. IT

End user support:

• Provides first-level support to maintain a superior level of customer service.
• Occasionally handles off-hours emergencies.
• Coordinates with DC to create new user e-mail and network accounts
• Sets up and configures end user desktops and laptop computers

Infrastructure support:

• Phone administration including name changes and support (calls technician to fix deadlines, etc)
• Manages system back up administration including tape swapping and prep for off-site storage and retrieval
• Printer maintenance
• Ensure disaster recovery plan is up to date.

Departmental administration

• Tracks hardware assets and inventories software packages
• Tracks software maintenance
• Manages office IT equipment purchases, invoice processing, vendor relations and service contracts

General

• Works closely with the DC IT office to ensure the day-to-day operations in DRC coordinate with overall IT policies and procedures defined in DC.
• Maintains a positive working relationship with all staff.
• Provides strong written and verbal communication to domestic and international colleagues.
• Acquires and develops professional skills that benefit EGPAF and the individual.

2 Fleet Management

• Supervise all drivers.
• Keep all documentation on each vehicle (pink card, insurance, copy of each driver's driving license, etc.) and monitor the updating of said documents;
• Establish and maintain the correct reporting system in the management and maintenance of vehicles,
• Monitor vehicle maintenance: ensure that all EGPAF vehicles are properly maintained and log books are updated,
• Submit proposals to management for assigning vehicles to different axes/services
• Develop vehicle maintenance schedules
• Check weekly that the logbooks of each vehicle are properly maintained and assess fuel and lubricant consumption in relation to the mileage traveled;
• Review the fuel consumption of all EGPAF vehicles monthly
• Record data in Fleetio and make analysis

3 Stores Management

• Receive and sign all delivery of Office supplies
• Updates all stock sheet based on the delivery notes
• Updates all stock sheets every time once supplies are distributed to staff
• Maintain appropriate electronic/soft monitoring of offices supplies movement, to allow the knowledge of monthly consumption, and balances before quarterly office supplies procurement
• ensure that files are complete and in order.
• Maintain – the office supply store and ensure that all materials in the stores are well sorted out and arranged at all times.
• Conduct the quarterly inventory in collaboration with the procurement and logistic department in order to comply -with our internal operations’ policies.
• For items which can expire, give alert 2 months before the expiration date.
• Ensure that the store is secured and mention any need to reinforce the security of stores

4 Administration

4.1 Official documents and registration

• Assist in drafting correspondence to various administrative and public services’ authorities.
• Maintain & update the tracker of all official registration documents and ensure their renewal

4.2 Petty cash management

• Maintain de Petty cash both in USD and CDF Currency
• Verifying required documents before making payment.
• Recording transactions in the Excel register
• Ensure all petty cash transactions are complying with EGPAF procedures
• Making daily cash count him/herself and weekly cash count with the designated staff
• Being ready for any surprised cash count and being accountable for any discrepancy between the register and the cash count

4.3 Manage some Invoices allocation

• Ensure allocations of medical fees and staffs/volunteers communications and request are processed on time and payments are requested on time
• Maintained a relationship with hospitals and communication providers for any needs

Qualifications

Required qualifications (EGPAF uses the Windows/Intel platform so candidate’s experience should focus on PC’s and Microsoft products.)

• Bachelor Degree in Information Systems or similar experience.
• Three years of LAN (wireless and cabled) support experience, of LAN, e-mail and file/directory services administration and of user support experience including PC hardware and software troubleshooting.

Preferred knowledge, skills and abilities

Recent expertise as many as possible of the following:

• Windows (2000 and later) server expertise and Windows XP or Vista client configuration expertise MS Outlook and Office (2000 and later) deployment and administration
• IT system management utilities (Ghost, Web trends, etc) and PDA (Blackberry) configuration and support
• Familiarity with basic system administration tools and processes
• Experience with wireless networks and internet connectivity (IP, DNS etc)
• Broad knowledge of computer hardware, network operations and maintenance
• Telecommunications systems and Emerging technology trends
• Experience in Administration, store/assets management
• Fluent in English and French

The IT officer will be required to perform any other duties requested by EGPAF DRC, management or supervisor

Additional Information

Qualified candidates should submit a CV and cover letter at the latest November 5, 2025

As a global, multinational, and multicultural organization, EGPAF believes that diversity in the workplace enriches our work and enhances our impact and effectiveness. We believe that employees have the right to work in a climate of mutual respect and integrity that promotes dignity and respect for all, and that enables them to reach their full potential. EGPAF is an equal opportunity employer and affords equal opportunity to all employees and applicants for employment regardless of race/ethnicity, color, religion, sex (including pregnancy, gender identity, gender expression, and sexual orientation), national origin, age, disability or genetics. In addition to country law requirements, EGPAF complies with US laws governing nondiscrimination in employment in every location in which the Foundation has facilities.

The Foundation does not charge any fees at any stage of the recruitment process. If you are asked to pay a fee, please contact our hotline by phone (US: dial toll free 888-225-1429; all other countries: collect 770-776-5674), or online (www.reportlineweb.com/pedaids).

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