Administrative Assistant, Private Sector Engagement – GL A (Reposted)

The Assistant, PSE Department, contributes to the Global Fund’s resource mobilization efforts through the provision of administrative support support to the PSE team. The range of the work requires the incumbent to be knowledgeable about the organization of the Global Fund Secretariat, its goals and priorities to anticipate needs and to provide a reliable and efficient support service.

Key Responsibilities

• Provide administrative support to the Head of PSE and the team;
• For the Head of PSE: Manage the calendar and email correspondence Manage email correspondence ; identify sensitive and / or complex correspondence for specific treatment; set follow-up dates; organize follow-up and responses to incoming communications; Organise, raise and follow up procurement requests for Head of PSE travel/duty missions, including bookings with the in-house travel agency, raising Purchase Orders in the Global Fund finance system (GFS) (with activity code, reason for trave and cleared travel authorization.
• For PSE Managers organize, raise and follow up procurement requests for Head of PSE travel/duty missions, including bookings with the in-house travel agency, raising Purchase Orders in the Global Fund finance system (GFS) (with activity code, reason for travel and cleared travel authorization.
• Organize and coordinate department’s meetings and multiparty workshops. Ensure the Manager/s have available the necessary information for them, take notes, prepare minutes and records of decisions; schedule appointments and, where appropriate, manage the Manager’s calendars’ coordinating and adjusting itineraries;
• Organize and maintain the PSE Department’s SharePoint site, support Microsoft Teams and also SOPs implementation;
• Maintain records of the team’s travel plans, and prepare reports; monitor staff movements, leave and entitlements;
• Organize events such as retreats, off site meetings, etc. and handle all related logistics;
• Liaise with both internal and external stakeholders to ensure information exchange and cooperation, specifically on travel and inter departments meeting coordination;
• Manage the filing, archiving and retrieval of information for the Department Head/Manager’s office;
• Responsible for ensuring that all administrative and financial processes are executed in compliance with the GF regulations – this includes acting as the focal point for budget and financial tracking and working across departments on timely submission of budgets and reporting. Specifically coordinating, tracking and ensuring PSE portfolio risk management processes are followed and up to date;
• Support US Fund 501c3 and (RED) CCV related filings.

Subject to change by the Executive Director at any time at their sole discretion.

Qualifications

Essential:

Completion of secondary school or technical or commercial school or equivalent

Experience

Essential:

Between 2 to 5 years of prior work experience in administration, preferably in the international development or health sector, or related field of work

Competencies

Languages:

An excellent knowledge of English and preferably a good working knowledge of French. Knowledge of other languages would be an asset.

Functional Competencies:

• Service delivery: Excellent service orientation and diplomacy in dealing with people; If possible, good knowledge of the Global Fund’s organizational structure, personnel and administrative procedures, processes and delivery mechanisms;
• Organization & Planning: Ability to plan, organize and coordinate services; Ability to handle multiple tasks and recognize priorities, working within tight deadlines;
• Computer skills: Proficiency with Microsoft Outlook; Word and Excel with knowledge of Power Point desirable, Internet research; 
• Project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors;
• Proven efficiency in any of the following domains: service provision, planning, project management;
• A high level of planning and organization skills;
• Reliable, innovative, and service-oriented team member with strong interpersonal skills;
• Excellent written and oral communication skills both with internal and external audiences;
• Strong writing, editing and proof-reading skills;
• Ability to handle multiple tasks, work under pressure and meet deadlines.

The Global Fund recruits top-tier talent for our open positions, in support of our mission to end AIDS, tuberculosis and malaria as epidemics.

Explore our vacancies and apply on the Global Fund Careers recruitment system.

More information on working at the Global Fund is available on the Careers section of our main website.

Job Posting End Date

29 February 2024