Senior Administrative Assistant, Portfolio Financial Management

Gavi, the Vaccine Alliance is a public-private partnership committed to saving children’s lives and protecting people’s health by increasing equitable use of vaccines in lower-income countries. The Vaccine Alliance brings together implementing country and donor governments, the World Health Organisation, UNICEF, the World Bank, the vaccine industry, technical agencies, civil society, the Bill & Melinda Gates Foundation and other private sector partners. Gavi uses innovative finance mechanisms, including co-financing by recipient countries, to secure sustainable funding and adequate supply of quality vaccines. Since 2000, Gavi has contributed to the immunisation of more than 888 million children and the prevention of more than 15 million future deaths.

THE ROLE The Finance & Operations (F&O) Department works to advance the Gavi mission by enabling the organisation to operate in an efficient, safe and cost-effective manner. Its mission is to safeguard physical and financial assets and mitigate financial risks, and to inform decision-making through data-driven monitoring and reporting in order to sustain confidence in the financial integrity of the Alliance. The Portfolio Financial Management team is the country-facing team within F&O with a mission to ensure that Gavi’s grant resources are made available to countries at the right time, in the right amounts and with appropriate fiduciary safeguards, enabling the achievement of programmatic objectives.

Key functions and deliverables:

• Provide timely, high quality administrative coordination and support services to the PFM team to promote efficient functioning and processes;

• With guidance from team members facilitate productive collaboration with relevant Gavi Secretariat teams, departments, countries and external partners;

• With collaboration from the team, develop and monitor tools to track key transactional data for the PFM team; • Support the teams in financial and programmatic analyses and presentation of data.

MAIN DUTIES/RESPONSIBILITIES

• Contract Management Support: Provide full support to procurement processes across the team, including for all funding approvals, contracting, SAP processes (invoicing, budget transfers, PRs, GRs and reporting) for funding streams managed by the PFM team; Develop and maintain forecasts, budget and contract trackers for the team; Proactive engagement and communication for contract renewals;

• Provide administrative support to Director: Coordinate team meetings, prepare agenda, and provide administrative support for D PFM as directed; Work with Senior managers to ensure all memos and other internal documents requiring D PFM sign off are compliant with team standards;

• Team analytics: support the team in providing analysis of team metrics to track team performance. Using Gavi’s available platforms collect and present relevant data in such areas as Technical Assistance, Grant portfolio analysis, Team budget analysis, amongst others;

• Communications, presentations and information management support: Support effective information management processes and contribute to efficient communications within the Secretariat through the design and updating of team presentation materials; Ensure PFM intranet site, sharepoint, team lists and other team platforms are kept up-to-date with tools and resources;

• Meetings and events support: Prepare for meetings and teleconferences, including booking facilities, inviting internal/external participants and facilitating logistical arrangements/connections; Organise events such as retreats and off-site meetings; Support development and ensure availability of meeting materials, agendas and minutes; Facilitate on-boarding of new staff and ensure onboarding materials are updated;

• Travels and expense claims: Support the planning and organisation of team member travels in compliance with Gavi travel policy; monitor team travel movements and budgets.

Note: The essential functions listed in this section are not exhaustive of the job responsibilities; other duties may be assigned consistently with the department needs.

QUALIFICATIONS

ACADEMIC

• University degree in public health, economics, or another related field.

WORK EXPERIENCE

• Minimum of 3 years of relevant work, preferably in an international/multicultural organisation;

• Experience in providing administrative support to a team of at least 5 people desirable;

• Experience of handling basic analyses such as financial database management, budget compliance review.

SKILLS/COMPETENCIES

• Excellent planning, organisational and coordination skills;

• Excellent time management, multi-tasking and prioritisation abilities;

• Ability to work under pressure and meet deadlines;

• Diplomacy, tact and discretion;

• Proficiency with Microsoft Outlook, Word, Excel and PowerPoint to be able to: – Use Excel to analyse data; with functions, formulas, charts, conditional formatting; – Managing and control of data using Excel data validation tools; – Use of basic data analysis tools such as pivot tables to summarise, count, chart data; – Data visualisation with Gant charts, custom pie charts etc..

• Extensive use of electronic workflow and approval systems;

• Excellent attention to detail; • Experience using SAP an advantage.

LANGUAGES

• Required: Written and spoken fluency in English; • Desirable: Written and spoken fluency in French.

CONTACTS

• Gavi Secretariat, external service providers.