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Job Details: Administrative Assistant, Leadership, Management & Coordination – Part-time 50%
Full details of the job.
Administrative Assistant, Leadership, Management & Coordination – Part-time 50%
Purpose of Position
Provide administrative support to the Leadership, Management & Coordination (LMC) team.
CP - Management
Senior Specialist, LMC
Career Step Level
The Administrative Assistant principal responsibilities will be to provide administrative support to the LMC team consisting of the following positions:
Senior Specialist LMC
: providing overall leadership to the portfolio;
Senior Manager Operational Guidelines (20%)
: provides support to oversee one of the LMC interventions;
LMC consultant (50%)
: oversees project management responsibility for balance portfolio.
The assistant will also provide back up support to the Country Programme team during Senior Programme Assistant’s absence.
KEY FUNCTIONS AND DELIVERABLES
Efficient operation of the LMC team as related to administrative duties including coordination and communication with other departments of the Secretariat and Alliance Partners;
Proactively working with Senior Programme Assistant and interaction with other CP Management team staff in providing support;
Maintain a database of LMC contracts in close collaboration with Partnership Engagement Framework (PEF) team.
Daily administrative support to the LMC team including:
Organising video/teleconferences/meetings (internal-external)/closely coordinating with IT service desk;
Managing calendars, securing meeting rooms;
Organising travel requests/subsequent travel claims reconciliation/visa requests;
Preparation of contractual work and succeeding payments;
Preparation of LMC related materials for meetings (agendas and documents);
Collating time sensitive related documents & presentations;
Provide administrative support to other CP Management Team staff as guided by Senior Specialist LMC and Senior Programme Assistant;
Plan and organise own work, coordinate and set priorities, follow-through on projects to successful completion meeting deadlines, following up on assignments with a minimum of directions.
Note: The essential functions listed in this section are not limited only to the tasks listed and may include other duties as assigned.
Minimum of 2 years of experience in an administrative role preferably within UN, NGO, or Multi-national Corporation.
Familiarity with global health issues and partners;
Good oral and writing skills;
Ability to quickly learn Gavi proprietary software such as travel and procurement applications;
Computer skills, including internet navigation and various office applications (Microsoft Project and Excel);
Work in a multicultural environment and establish harmonious working relationships, both within and outside the organisation;
Deliver high quality, accurate work within target deadlines;
Excellent planning and organisational skills and capacity to prioritise work to support multiple staff;
Prioritise work under pressure.
Demonstrated full spoken and written fluency in English;
Good working knowledge of French required;
Other languages of Gavi eligible countries desirable.
Degree in Administration or related field.
Other implementation agencies;
Gavi is committed to diversity within its workforce and encourages applications from all qualified candidates.
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Administrative Assistant, Leadership, Management & Coordination – Part-time (50%)
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