The Global Fund - Administrative Assistant

Administrative Assistant, Community Rights and Gender Department GL A - Temporary 12 months 

The Administrative Assistant provides a range of administrative support services to the Department’s Head and the respective team, to promote efficient delivery of the department’s services and, where applicable, effective time management for the Head and team. 

Under the supervision of the Head of the Department, and with guidance from other team members, this role will support a number of processes related to this department. 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 department. 

Key Responsibilities

The Administrative Assistant will:

  • Provide administrative support to the Department Head and the team;

  • 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;

  • Organize and coordinate the department’s meetings, ensure the Manager/s have available the necessary information for them, take notes, prepare minutes and records of decisions; schedule appointments and, where appropriate, manage the Manager’s calendars’ coordinating and adjusting itineraries;

  • Organize and maintain the Department’s SharePoint site;

  • Maintain the team’s travel plans, make travel arrangements and prepare reports; monitor staff movements, leave and entitlements;

  • Organize 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 Department Head’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;

  • Manage the logistics of contracting and hiring of consultants and their payments including submission of completed documents;

  • Perform other duties as required.

Subject to change by the Executive Director at any time at his/her 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.

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