Finance and Procurement Assistant, CCM Hub – GL B – Defined Duration until December 2025

The CCM Hub Finance & Procurement Assistant (FPA) will work with a team of CCM Hub Officers to coordinate aspects of the day-to day funding, disbursement, expenditure reporting and budgeting of the Global Fund’s support to Country Coordination Mechanisms (CCMs) within the Global Fund’s Grant Management Division.

They will also work with the CCM Manager to coordinate the delivery of the large $1m per annum CCM Hub Technical Assistance programme, coordinate the smooth running of the Project Management Office for this, its budgeting, reporting and project progress updates, and will coordinate the CCM Hub’s day-to day relationship with key technical assistance (TA) providers and all aspects of the procurement and tracking of TA inputs to help strengthen 115 CCMs globally.

Key Responsibilities

The individual will join a dynamic and motivated team working with CCMs, Global Fund Country Teams and other internal functional teams, and external stakeholders to support the delivery of CCM funding and performance, support the implementation of CCM T echnical assistance, coordinate budgeting, finance, procurement inputs, analysis, progress tracking and reporting on all CCM Hub resources, contributing to the smooth delivery of CCM funding, as well as the delivery and tracking of timely high-quality support from TA providers and partners.

The Finance and Procurement Assistant will contribute to:

Maintaining up-to-date budgets, forecasts, and actual expenditure information, allowing high quality up-to-date management and coordinating reporting of all CCM Hub finances, including for the following:

• $1 million CCM Technical Assistance program: helping the CCM Manager in providing monthly and quarterly reporting, accruals and other financial updates to the internal Leadership and Finance departments.
• $10 million CCM Funding budget: support the CCM Hub Manager in providing effective reporting on aggregate disbursements, expenditures and forecasts, and gather inputs into internal budgeting processes
• $3 million C19RM CCM funding uplift: support CCM Hub Officers and the CCM Manager to coordinate and maintain an effective up to date budget and disburse, track, report and forecast accurate expenditure
• Gather inputs into other Global Fund teams on developing new systems and processes to more effectively manage CCM payments and finances and efforts to streamline these processes going forward.

Help CCM Hub officers in ensuring timely and high-quality disbursements to CCMs, in accordance with agreed policies and standards:

• Preparing CCM Funding agreements, processing CCM Funding disbursements, and ensuring timely communications with CCMs and CTs,
• Tracking disbursements through processes with Finance and with CCMs and ensuring timely notifications of disbursement are communicated
• Effectively managing CCM expenditure information and reporting.

Supporting all procurement activities within the CCM Hub, working closely with Sourcing, the CCM Hub Manager, individual CCM Hub Officers, Country Teams and others, to:

• Coordinate the drafting and agreeing of TORs and manage effective RFPs, contracting of suppliers, developing and agreeing Purchase Orders (POs) for specific TA packages for 118 CCMs under CCM Hub funding,
• Tracking disbursements and expenditure against all Purchase Orders, ensuring all inputs are received and are high quality, providing accurate support information on activities and spend, supporting the CCM Hub Manager and CCM Hub Officers to ensure regular communications with the CCM TA providers, managing the periodic renewal of these frameworks with the Global Fund Sourcing team.

Supporting the CCM Manager running the Technical Assistance Project Management Office:

• Coordinating the regular update of the TA Tracker and workplan across all Hub Officers
• Consolidating data from Tracker and workplan and other documents into the TA Progress update slides, identifying key areas to focus on in team meetings and ensuring the smooth running of these and documenting/actioning of decisions.
• Support in restructuring and consolidating the CCM’s wide range of guidance, policies, templates, and other support materials:
• Supporting the team in creating a new structured knowledge repository on the Global Fund’s internal SharePoint system and migrating information to this from the existing repository
• Help in developing communications and guidance materials for new CCM Hub staff and for CCMs on critical CCM budgeting and funding processes. Including website updates; email communication templates; e-learnings; slide sets; one-pagers; and frequently asked questions (FAQs).
• Other tasks as assigned by the CCM Hub Manager.

Qualifications

Essential:

• University degree in business administration, communications, public health, development or relevant field
• Or an equivalent combination of academic/professional qualifications and experience.
• Financial Management/budgeting/procurement training

Experience

Essential:

• At least four years’ experience in positions dealing with finance, budgeting and procurement issues, preferably in a development context.
• Demonstrated ability to work as part of a team and independently to meet deadlines and to adapt in a complex and dynamic environment.
• Proven ability to set up and maintain accurate data and forecasting tools and commitment to data quality.
• Experience of using Excel to manage budgets and produce timely analysis and reports.
• Ability to deliver results by agreed deadlines and to structure and organize work effectively.

Desirable:

• Experience of working with a wide range of financial and non-financial stakeholders
• Excellent written and verbal communication skills

Competencies

Languages:

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

Functional Competencies:

(as per role Job Family including expected level for the role)

• Finance – level 1
• Negotiations – level 1
• Communications – level 1

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Job Posting End Date

29 February 2024