Administrative Assistant, Transformation Office and Coordination – GL A – 2 X Defined Duration until December 2025

Reporting to the Manager, Coordination & Financial Accelerator with matrix reporting to the Heads/Manager of Departments/Teams to which they are assigned, the Administrative Assistant provides a range of administrative support services to the Heads/Managers to promote efficient delivery of the Departments/Teams’ services and, where applicable, effective time management for them.

Under the supervision of the Manager, Coordination & Financial Accelerator and the relevant Heads/Managers, and with guidance from other team members, this role will support a number of processes related to them. The incumbent provides key support for the internal team and should be able to complete daily tasks without immediate supervision

This role is responsible for the overall team coordination of administrative, personnel/human resources and financial process across the departments and teams within the Finance & Administration Division.

Key Responsibilities

The Administrative Assistant will:

• Provide administrative support to the Departments/Teams and their Heads/Managers;
• Manage email correspondence; identify sensitive and/or complex correspondence for specific treatment; set follow-up dates; organize follow-up and responses to incoming communications;
• Draft administrative correspondence in English in final form;
• Organise and coordinate the Departments/Teams’ meetings, ensure the Heads/Managers have available the necessary information for them, take notes, prepare minutes and records of decisions; schedule appointments and, where appropriate, manage the Heads/Managers’ calendars and coordinating and adjusting itineraries;
• Organize and maintain the Departments/Teams’ SharePoint sites;
• Maintain the Departments/Teams’ travel plans, make travel arrangements and prepare reports; monitor staff movements, leave and entitlements;
• Organise 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;
• Identify the need for new or adjusted administrative procedures to improve efficiency, monitoring, record keeping etc. and work with other Assistants to ensure consistency of application within the teams covered;
• Manage the filing, archiving and retrieval of information for the Heads/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; and
• Perform other duties as required.

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

Qualifications

Essential:

• Completion of secondary, technical or commercial school or equivalent.

Desirable:

• Intermediate to advanced certification in PC/computer skills
• University degree in relevant field (Business Administration, Secretarial studies)
• Professional secretarial training from a recognized institution

Experience

Essential:

• 2-4 years proven secretarial/administrative experience in a similar setting and in a multicultural environment
• Extensive practical PC application on MS Office and/or other applications

Desirable:

• Knowledge of the Global Fund’s organizational structure, personnel and administrative procedures, processes and delivery mechanisms.

Competencies

Languages:

An excellent knowledge of English and preferably a good working knowledge of French or one of the following: Arabic, Chinese, Russian, and Spanish. Knowledge of other languages would be an asset.

Technical Competencies:

Communication Skills

• Excellent written English skills for all levels of correspondence,
• Excellent interpersonal and oral communication skills

Computer Skills

• Proficiency with Microsoft Outlook, Word, Excel and PowerPoint.

Planning And Organizational Skills

• Ability to handle multiple tasks with attention to detail
• Ability to plan, organize and coordinate services
• Ability to work independently and deliver timely and high quality work

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

13 January 2024