Job Detail

The Global Fund is a partnership designed to accelerate the end of AIDS, tuberculosis and malaria as epidemics. As an international organization, the Global Fund mobilizes and invests more than US$4 billion a year to support programs run by local experts in more than 100 countries. In partnership with governments, civil society, technical agencies, the private sector and people affected by the diseases, we are challenging barriers and embracing innovation.

</div>Project Administrator, Strategic Information - GL B - French Speaking - Temporary until March 2021The Project Administrator, Strategic Information provides high quality administrative coordination and project support to the Strategic Information Department. They ensure overall team coordination and contribute to the smooth running of administrative, project support, human resources, information technology, budget and financial processes across the department. They also interact with other internal and external stakeholders to enable the implementation of a wide range of deliverables.

Key Responsibilities

General Support to SI Department:

• Providing day-to-day support to the Head of Department, the Managers, the team and guidance on administrative procedures and policies, and identify need(s) for new or adjusted processes to improve efficiency and monitoring to optimize the Strategic Information department processes


• Coordinating departmental meetings, follow up on action points, consolidation and preparation of management presentations, reports and correspondences


• Acting as focal point for coordination of high-level communication, including coordination of information from different workstreams (Global Fund Modelling Secretariat (GFMS), Indirect Procurement, Finance, IT, HR support and external stakeholders’ requests)


• Coordinating contracting processes for consultants including request for candidates, pre-screening with Hiring Manager, interviews invitation, selection, contract and invoicing follow up


• Drafting administrative correspondences in English and French in final form


• Setting up and maintenance of the SI Department SharePoint

Project Management Support:

• Coordinating procurement, contracting and billing of consultancies for the Global Fund Modelling Secretariat (Avenir Health HIV and TB, Imperial College Malaria modelling and others)


• Coordinating and supporting expenditure tracking against budgets and managing invoicing arrangements


• Supporting Supply Operations to determine appropriate procurement modalities reporting, audit trail requirements and other compliance aspects


• Scheduling key virtual or face to face meetings of the GFMS and the Modelling Guidance Group (MGG)


• Implement new procurement processes working under the supervision of Senior Policy Analyst and team / Department management

Strategic Information Projects and Budget Focal Point:

• Submitting requisitions, tracking approvals and liaising with suppliers


• Tracking of overall spending of Strategic Information budget, budget reporting, managing invoices/payments and accruals


• Coordinating and supporting financial forecasting exercises across the different workstreams


• Proactively providing regular updates to budget holder on balances, spending requirements and deadlines


• Undertaking analysis of budgetary issues and tracking expenditures

Events Coordination and Management:

• Proactively organizing travel and per diem for all the SI Department and relevant work teams, as needed


• Organizing and coordinating Brown bags, workshops, meetings, conferences and tele-conferences and handling related logistics in Switzerland as well as internationally


• Negotiating the most cost-effective rates with event-related suppliers (venues, accommodation, AV, interpretation, transport, etc.)


• Overseeing payment processes for internal events from start to finish, including quotation requests, memos, contracts, purchase orders, and pre-payments

Subject to change by the Executive Director at any time at their sole discretion.

Qualifications

Essential:

University degree in Business Administration or Public Health or a related field or equivalent professional training or study/work experience

Desirable:

Project Management and/or Certification in Office/Administrative Management qualifications from a recognized institution

Experience

Essential:

• Work experience at a similar level in a culturally diverse organization


• Demonstrable ability to adapt quickly and gain an understanding of the requirements of a Department’s Head/ senior executive, the Division and the Organisation


• Proven experience in office coordination and management, including coordinating for senior representatives in development and preferably in public health


• Proven ability to work effectively in a team oriented, multi-cultural environment with the flexibility to positively adapt to a variety of individuals and situations


• Demonstrated experience in delivering work activities from initiation to completion with minimum supervision


• Proven experience in conducting contracting processes and monitoring budgets


• Proven experience in arrangement and management of logistics for meetings, including in implementing countries


• Demonstrated communication skills


• Proven advanced proficiency in Microsoft Office suite: Word/Excel/PowerPoint/MS Outlook


• Track record of the ability to set up, maintain and improve data management and document retrieval


• Demonstrated skills in organizing, prioritizing, scheduling, planning and co-ordinating work and other activities within and outside the organization

Desirable:

• Over two years’ work experience at a similar level in a culturally diverse organization


• Proven project coordination experience


• Work experience in one or more of implementing countries preferably in disease programs or development


• Work experience related to the Global Fund and familiarity to Global Fund’s culture, policies and administrative procedures as well as sourcing policies and procedures or similar relevant work experience

Competencies

Languages:

An excellent knowledge of English and French. Knowledge of other languages would be an asset.

Organizational Competencies:

• Global Fund awareness and mind-set


• Service orientatio


• Drive for results


• Collaboration


• Interaction


• Adaptability

Functional Competencies:

• Analytical – Level 1


• Business – Level 2


• Due Diligence – Level 1


• Project Management – Level 2

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 theGlobal Fund Careersrecruitment system.

 

More information on working at the Global Fund is available on theCareerssection of our main website.

Job Posting End Date

14 May 2020 </div>Project Administrator, Strategic Information - GL B - French Speaking - Temporary until March 2021The Project Administrator, Strategic Information provides high quality administrative coordination and project support to the Strategic Information Department. They ensure overall team coordination and contribute to the smooth running of administrative, project support, human resources, information technology, budget and financial processes across the department. They also interact with other internal and external stakeholders to enable the implementation of a wide range of deliverables.

Key Responsibilities

General Support to SI Department:

• Providing day-to-day support to the Head of Department, the Managers, the team and guidance on administrative procedures and policies, and identify need(s) for new or adjusted processes to improve efficiency and monitoring to optimize the Strategic Information department processes


• Coordinating departmental meetings, follow up on action points, consolidation and preparation of management presentations, reports and correspondences


• Acting as focal point for coordination of high-level communication, including coordination of information from different workstreams (Global Fund Modelling Secretariat (GFMS), Indirect Procurement, Finance, IT, HR support and external stakeholders’ requests)


• Coordinating contracting processes for consultants including request for candidates, pre-screening with Hiring Manager, interviews invitation, selection, contract and invoicing follow up


• Drafting administrative correspondences in English and French in final form


• Setting up and maintenance of the SI Department SharePoint

Project Management Support:

• Coordinating procurement, contracting and billing of consultancies for the Global Fund Modelling Secretariat (Avenir Health HIV and TB, Imperial College Malaria modelling and others)


• Coordinating and supporting expenditure tracking against budgets and managing invoicing arrangements


• Supporting Supply Operations to determine appropriate procurement modalities reporting, audit trail requirements and other compliance aspects


• Scheduling key virtual or face to face meetings of the GFMS and the Modelling Guidance Group (MGG)


• Implement new procurement processes working under the supervision of Senior Policy Analyst and team / Department management

Strategic Information Projects and Budget Focal Point:

• Submitting requisitions, tracking approvals and liaising with suppliers


• Tracking of overall spending of Strategic Information budget, budget reporting, managing invoices/payments and accruals


• Coordinating and supporting financial forecasting exercises across the different workstreams


• Proactively providing regular updates to budget holder on balances, spending requirements and deadlines


• Undertaking analysis of budgetary issues and tracking expenditures

Events Coordination and Management:

• Proactively organizing travel and per diem for all the SI Department and relevant work teams, as needed


• Organizing and coordinating Brown bags, workshops, meetings, conferences and tele-conferences and handling related logistics in Switzerland as well as internationally


• Negotiating the most cost-effective rates with event-related suppliers (venues, accommodation, AV, interpretation, transport, etc.)


• Overseeing payment processes for internal events from start to finish, including quotation requests, memos, contracts, purchase orders, and pre-payments

Subject to change by the Executive Director at any time at their sole discretion.

Qualifications

Essential:

University degree in Business Administration or Public Health or a related field or equivalent professional training or study/work experience

Desirable:

Project Management and/or Certification in Office/Administrative Management qualifications from a recognized institution

Experience

Essential:

• Work experience at a similar level in a culturally diverse organization


• Demonstrable ability to adapt quickly and gain an understanding of the requirements of a Department’s Head/ senior executive, the Division and the Organisation


• Proven experience in office coordination and management, including coordinating for senior representatives in development and preferably in public health


• Proven ability to work effectively in a team oriented, multi-cultural environment with the flexibility to positively adapt to a variety of individuals and situations


• Demonstrated experience in delivering work activities from initiation to completion with minimum supervision


• Proven experience in conducting contracting processes and monitoring budgets


• Proven experience in arrangement and management of logistics for meetings, including in implementing countries


• Demonstrated communication skills


• Proven advanced proficiency in Microsoft Office suite: Word/Excel/PowerPoint/MS Outlook


• Track record of the ability to set up, maintain and improve data management and document retrieval


• Demonstrated skills in organizing, prioritizing, scheduling, planning and co-ordinating work and other activities within and outside the organization

Desirable:

• Over two years’ work experience at a similar level in a culturally diverse organization


• Proven project coordination experience


• Work experience in one or more of implementing countries preferably in disease programs or development


• Work experience related to the Global Fund and familiarity to Global Fund’s culture, policies and administrative procedures as well as sourcing policies and procedures or similar relevant work experience

Competencies

Languages:

An excellent knowledge of English and French. Knowledge of other languages would be an asset.

Organizational Competencies:

• Global Fund awareness and mind-set


• Service orientatio


• Drive for results


• Collaboration


• Interaction


• Adaptability

Functional Competencies:

• Analytical – Level 1


• Business – Level 2


• Due Diligence – Level 1


• Project Management – Level 2

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 theGlobal Fund Careersrecruitment system.

 

More information on working at the Global Fund is available on theCareerssection of our main website.

Job Posting End Date

14 May 2020