Senior Administrative Assistant - Technical Support - Country Programme

Post title: Senior Administrative Assistant

Reports to: Senior Specialist, Country Co-financing

Duty station: Geneva

Date issued: 25 June 2012

Closing date: 15 July 2012

Apply for this post using this email address: recruiting@gavialliance.org

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Key results expected:

• Efficient day-to-day programme, administrative and secretarial support to the Immunization Financing and Health Systems Strengthening teams;
• Ensure an improved level of communication within the internal & external partners.

Main duties/ Responsibilities:
GENERAL SUPPORT

• Perform a variety of administrative tasks and generally supports the work of the Immunization Financing and Health Systems Strengthening staff, with daily operational aspects overseen;
• Screen incoming correspondence and prepare routine correspondence accordingly: respond to queries internally and externally from a wide variety of sources and levels of contacts involving sensitive and complex issues;
• Prepare presentations;
• Provide support (logistics and catering) in the organisation of events, meetings;
• Organise teleconferences and meetings according to GAVI IT systems and policies;
• Conduct research as requested;
• Coordinate work with the Country Programmes Department;
• Organise and maintain electronic filing system on Immunization Financing and Health Systems Strengthening;

TRAVEL AND LOGISTICS

• Raise travel requests in GAVI Travel Management System in compliance with GAVI Travel policy;
• Process claims in compliance with GAVI Travel policy.

CONTRACTS

• Support with contracts and ensure follow up in compliance with GAVI Procurement policy;
• Liaise with the Operations and Legal teams to finalise contracts;
• Raise vendor forms, events forms and purchase requisitions in GAVI Procurement System.

BUDGET

• Process invoices, expenses claims and monitor payments/reimbursements;
• Coordination of payments with the Finance team.

DATA BASE COORDINATION

• Support Co-financing and Health System Officers and IT team with requirements for the GAVI database.

Other duties as assigned.

Note: The essential functions listed in this section are not limited only to the tasks listed and may include other duties as assigned.
Academic:

• Undergraduate degree in a relevant field or at least 5 years of relevant work experience.

Work experience:

• Minimum of 3 years of relevant professional experience; including experience in dealing with international organizations, preferably in a multilateral organization.

Skills/competencies:

• Strong organisational and coordination skills;
• Demonstrated ability to deliver high quality, accurate work within tight deadlines;
• Demonstrated ability to work independently and within a team, establish harmonious and effective working relationships in a multi-cultural environment;
• Conversant with technology: excellent Word, Excel, PowerPoint, Outlook and other Microsoft Office programme skills;
• Ability to prioritise, to multitask and take initiative;
• Attention to detail;
• Good interpersonal and listening skills;
• Remain calm under high pressure;
• Excellent writing, editing and communication skills in English and French.

Languages:

• Written and spoken fluency in English and in French.

Remarks:

If you wish to apply, please email your cover letter and resume to: recruiting@gavialliance.org by the closing date and mention, “Senior Administrative Assistant, Country Grants and Renewal” in the subject line of the email. Only short-listed candidates will be contacted.

GAVI is committed to diversity within its workforce and encourages applications from all qualified candidates.