Key Responsibilities
The Associate Specialist’s responsibilities are within the following key areas:
Manage budget, contracts, deliverables, expenditures and programmatic reporting of the SI-data (35millions 202-2023)
Manage sourcing and contracts with service providers (up to 30 companies) and individuals (up to 300)
Event coordination and management
Budget Harmonization across various SI-Data workstreams and with partners
The Associate Specialist will be responsible for analysis, documentation and coordination in the above areas, ensuring that deliverables are developed within the expected timeframe, and assurance measures are put in place to meet GF standards, including tracking sheets, reports, statistic summaries and visualizations on status updates and forecasting produced and maintained regularly.
The incumbent will work in close collaboration with MECA Specialists, Public Health Monitoring and Evaluation specialists (PHMEs), TAP teams and the Strategic Initiative Program Management Office as well as other departments within the Global Fund.
Under the guidance and supervision of the Senior Manager, Monitoring, Evaluation and Country Analysis, the Associate Specialist supports the implementation of the SI-Data in a wide range of aspects. They will perform the following key activities:
Manage budget, contracts, deliverables, expenditures and programmatic reporting of the SI-data (35 millions 202-2023) Lead on sourcing and contracting and administrative procedures and policies related to SI-data, and identify need(s) for new or adjusted processes to improve efficiency;
Facilitating and coordinating the sourcing activities by:
Guide on sourcing actions and sourcing rules and regulations;
work in close collaboration with the Sourcing Department for preparation, negotiation and management of contracts;
support the preparation and drafting of related documentation for contracts;
Coordinate and support MECA RFQ/RFPs processes; Support the MECA focal point in the management of the RFPs and in extension of purchase orders or expanding the scope as needed.
Liaise with MECA focal point for each SI-DATA workstream to prepare the contractual agreements and budgets for deployment of approved Technical Assistance;
lead contracting processes and contracts in GFS
Treat purchase order requisitions, tracking Sourcing Department approvals and liaising with suppliers on contracts; Managing poor performance and adjusting payments
Monitor timely execution of high volume, complex contracts and payments of approved deliverables; identify unspent balances from contracts for reinvestment.
Standardise documentation for the contracts with providers. Prepare the contractual documentation (Work order, memo, etc.) and budget review for each purchase order (PO) issued to the Lead Institutions/Service Provider(s);
Manage receipt of invoices for approved deliverables and review supporting documentation against contracts; liaise within and across teams to ensure expenses are justified prior to invoice approval;
Serve as the administrative focal point for the consultants as well as representatives from the various collaborating institutions.
Maintain central tracker in SharePoint and manage all relevant contracting documentation, deliverables, and feedback forms.
Manage sourcing and contracts with service providers ( up to 30 companies) and individuals ( up to 300)
During the sourcing of service providers, liaise with the Sourcing Department to establish daily rates, ensure Value for Money and adherence to HR guidance on recommended rates in coordination with the Sourcing department buyer; standardize rates across the portfolio in coordination with technical focal points;
Provide support for the finalization of contract documents, and insight into the financial aspects, payment schedules, payment conditions (i.e., performance-based payment, deliverables-based payment, etc.).
Implement new financial management approach to SI-Data in coordination with respective MECA team members;
Facilitate quarterly financial forecasting and annual budget development of SI-Data workstreams;
Track spending and commitments, manage invoices/payments for approved deliverables and accruals, for both overall SI-Data budget as well as various SI-Data workstreams;
Provide regular updates and routine financial and performance reporting to budget holder regarding SI budget status;
Provide regular reporting on financials (amounts allocated, approved, disbursed, remaining to commit, etc.)
- Budget and expense forecasts
- Regular reporting on workstream metrics to demonstrate progress made over the course of the SI-Data cycle;
- Regular updating of lessons learned, evaluations, and other feedback loops to inform future design and implementation
- End of year closing and reporting to Finance for all financial transactions under the SI Data workstreams;
- Report on linkages in SI-Data M&E Framework and performance.
Conduct financial analyses across the various Strategic Initiatives as well as Country Grants to see any opportunities for harmonization and to avoid duplication of activities.
Events Coordination and Management
Organize and coordinate workshops, meetings, conferences and tele-conferences and handling related logistics in Switzerland as well as internationally—primarily for SI-Data, but may also assist other team leads in TAP per request and availability;
Negotiate the most cost-effective rates with event-related suppliers (venues, accommodation, AV, interpretation, transport, etc.);
Manage payment processes for internal meetings & events from start to finish, including quotation requests, memos, contracts, purchase orders, and pre-payments;
Proactively organize travel and per diem for Strategic Initiative work streams, as needed.
Budget Harmonization with partners and enable reporting on strategic investments
Lead the harmonize intervention categories with partners- Support mapping and alignment of Global Fund modular framework categories with partner classification (e.g. PEPFAR, UNAIDS, PMI, etc.) in close collaboration with Global Fund Finance Division, Health Financing and disease advisory teams.
Regularly update and maintain the harmonized intervention categories whenever there are updates to the Global Fund and/or partner classification.
Prepare GF position and input into resource harmonization meetings with partners to align costing, resource needs and gaps.
Support the MECA team in analysis of GF investments in countries and the results achieved by GF supported programs
Link M&E investments (budgets and expenditures) to programmatic results in GF grants including funding available through COVID-19 Response Mechanisms.
Working with various teams across the GF, especially the Finance Division to ensure the budget templates allow for adequate tracking of investments in specific areas such as key populations.
Identify and report any critical issues for follow up by the senior management.
Perform other relevant duties as required by the Senior Manager, MECA.
Subject to changes by Executive Director at any time at their sole discretion.
Qualifications
Essential:
University degree in business administration, finance, development, communications or a relevant field.
Desirable:
Advanced university degree in business administration, finance, development, communications or a relevant field.
Certifications in budgeting, financial forecasting or financial analysis.
Experience
Essential:
Proven experience in office coordination and management, including coordinating for senior representatives, in development and preferably in public health;
Proven experience in conducting contracting processes and monitoring budgets;
Hands-on experience with financial forecasting and other financial analyses; advanced Excel user;
Proven experience in arrangement and management of logistics for meetings, including in implementing countries;
Demonstrated experience in delivering work activities from initiation to completion with minimum supervision.
Pragmatic, action-oriented implementation focus. Proven strong self-direction and motivation;
Proven ability to quickly process and absorb new information
Track record of performing data analyses and ability to structure and digest complex budgets;
Experience in work across divisions and as part of a cross functional team. Strong team working skills as well as solid self and upward management skills;
Track record of excellent process management, multi-tasking and organisation abilities;
Demonstrated high proficiency in Microsoft Word, PowerPoint and Excel.
Desirable:
2-4 years of relevant experience indicated above
Contracting experience is an advantage;
Demonstrated communication skills;
Institutional knowledge of GF policies, procedures and guidelines.
Competencies
Languages:
An excellent knowledge of English and a good working knowledge of French. Knowledge of other languages would be an asset.
Organizational Competencies:
Global Fund awareness and mind-set – Helicopter View
Service orientation – Problem Solving
Drive for results – Proactive Approach
Collaboration – Building Relationships
Interaction – Impactful Communication
Adaptability – Flexibility
Functional Competencies:
Project management - Mastery level
Analytical - Mastery Level
Business - Foundation Level
Communication - Foundation Level
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Job Posting End Date
16 March 2021