QA/RA Administrator

About Us

DKT WomanCare is a wholly owned subsidiary of DKT International, a global non-profit organization. We work closely with leading manufacturers to expand access, availability, and affordability of family planning and safe abortion products worldwide. We serve as manufacturer of record for the Ipas Manual Vacuum Aspirator, global distributor for Levoplant contraceptive implants, and a marketing and distribution partner for other reproductive health product manufacturers.

• Our Vision: A world where all children are wanted, the sex is great, and people are free.
• Our Mission: To provide couples with affordable and safe options for family planning, safe abortion, and HIV/AIDS prevention through dynamic social marketing.

Role Overview

We are seeking a proactive, highly organized QA/RA Administrator to provide reliable administrative and coordination support to our joint Quality Assurance and Regulatory Affairs (QA/RA) team. Reporting to the Director of Quality Assurance & Regulatory Affairs, you will work across QA and RA activities, improving daily tools, streamlining task and action trackers, and optimizing administrative processes.

Key Responsibilities

• Process & Tool Improvement: Review and modernize trackers, SharePoint structures and databases to improve data integrity and ease of use. Identify administrative inefficiencies, recommend practical solutions, and support agreed improvements, including standardized templates, reminders and electronic approval workflows.
• Regulatory Tracking: Maintain the global regulatory tracker, registration database, regulatory maps, spreadsheets and SharePoint records. Record submission, renewal and variation milestones, registration status, approval and expiry dates, and local agent details; file and link submission receipts, approvals and certificates.
• Deadline & Document Validity Monitoring: Maintain effective tracking and reminder systems, alert relevant QA/RA leads to approaching deadlines, and follow up for updated licenses, certificates, agreements and other required documents before expiry.
• Document Control & Approvals: Maintain orderly electronic filing, version control, retention and archiving in accordance with company procedures. Coordinate document preparation, formatting, review routing, approvals, electronic signatures (including DocuSign) and filing.
• Document Logistics: Coordinate legalization, notarization, translation and courier arrangements, tracking progress and completion. Arrange secure sharing or shipment of dossiers and controlled documents with authorized local agents and distributors.
• File Completeness & Audit Support: Support supplier and customer file completeness checks and gap analyses against established checklists and requirements; archive updated certificates. Collect and organize documentation for audits, certifications and other quality-system activities when requested.
• Customer Survey Coordination: Support the annual customer service survey by coordinating distribution, tracking responses, collating results and assisting with the final presentation.
• Meetings & Training Administration: Format and administer QA/RA presentations, training materials, meeting records and workshops. Prepare agendas, minutes and action lists; schedule meetings and workshops; and follow up on actions as directed.
• Logs & Status Reporting: Maintain assigned QA/RA logs, action trackers and databases, improving usability, consistency and accuracy. Update weekly meeting trackers and agreed status reports accurately and on time.
• Purchase Orders & General Support: Create and process QA/RA purchase orders in accordance with internal procedures and delegated authority and undertake other administrative and coordination duties within the scope of the role.

What We’re Looking For

Required:

• Experience: At least two years in an administrative, coordination or document-control role. Experience in regulatory affairs, medical affairs, healthcare, pharmaceuticals or medical devices is an advantage.
• Organization & Detail: Strong organizational and time-management skills, with the ability to manage multiple trackers, deadlines and follow-up actions. A consistent approach to checking data, document versions, dates, names and supporting evidence.
• Excel Skills: Strong working knowledge of Microsoft Excel, including maintaining structured trackers, applying appropriate data validation and formatting, and producing accurate reports.
• Communication: Clear written and verbal English, including professional correspondence and effective follow-up with internal and external stakeholders.
• Document Handling: Ability to handle controlled and confidential documentation responsibly and follow established procedures.
• Initiative & Judgement: A proactive, reliable team approach, demonstrating initiative, accountability, sound judgement and professional maturity.
• Problem Solving: Analytical and practical problem-solving skills to identify discrepancies, missing information and overdue actions, and escalate them appropriately.
• Mission Alignment: Commitment to DKT WomanCare’s mission to expand access to safe and affordable sexual and reproductive health products.

Desirable, but not required:

• Experience with advanced Excel functionality, automation or the development of user-friendly tools.
• Experience supporting regulatory submissions, product registration databases, supplier qualification or quality-management-system documentation.
• Professional fluency in French. Additional language skills, such as Spanish, Portuguese or Russian, are an advantage.
• Experience coordinating documentation across multiple countries, external agents or international teams.

How to Apply

If you are a proactive, organized administrator passionate about global health and reproductive rights, we’d love to hear from you! Please submit your CV and cover letter explaining your interest in the role.

Apply with QuickApply on Jobindex.