Key Responsibilities
The Team Assistant will:
Provide scheduling and time management support for the Head, Strategy and Policy Hub, and where appropriate, manage aspects of the SPH leadership team’s calendars;
Provide administrative and logistical support to key events undertaken by the team including prioritization and problem solving
Act as the budget focal point for SPH, working under the guidance of the budget holder (Head, Strategy and Policy Hub)
Support effective scheduling, coordination, and documentation of the Management Executive Committee meetings, working under the guidance of the Manager of Strategy Implementation and Project Management and the Head, Strategy and Policy Hub;
Organise and coordinate the Department’s meetings, ensuring team members have all necessary information and recording action points and decisions as needed;
Organise 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;
Liaise with both internal and external stakeholders to ensure information exchange and cooperation;
Work collaboratively with members of the Department as well as with others in diverse work groups/teams/task forces, across the Secretariat office;
Organise events such as retreats, off site meetings, etc. and handle all related logistics;
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; and
Perform other duties as required.
Subject to change by the Executive Director at any time at their 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
Excellent knowledge of MS Office and office management software
Outstanding communication and interpersonal abilities; and
Excellent organizational and leadership skills.
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. Knowledge of other languages would be an asset.
Organizational Competencies:
Global Fund awareness and mind-set – Broader perspective
Service orientation – Service Oriented
Drive for results – Goal Oriented
Collaboration – Working with Others
Interaction – Oral & written communication skills
Adaptability – Openness to change
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
Action – oriented and self-driven
The Global Fund recruits top-tier talent for our open positions, in support of our mission to end AIDS, tuberculosis and malaria as epidemics.
Explore our vacancies and apply on the Global Fund Careers recruitment system.
More information on working at the Global Fund is available on the Careers section of our main website.
Job Posting End Date
02 February 2021