Replenishment Logistics, Pledges and Contributions Analyst - GL B - Defined Duration until December 2029

Under the supervision of theManager, Replenishment and Donor Analytics, provide strong overall administrative and logistical support tothe replenishment processes, including for working groups andother structural tools of the replenishment cycleand administrative support for pledge conversion.

This includesadministrative and logisticalsupporttoparticipants in the lead-up to and on-site during two major milestones and other in-person, hybrid or virtual events relatedto replenishments, specifically:

• the Senior Management-level Replenishment Strategy Working Group;

• working-level coordination Working Groups, including ondonor strategy,communications/campaign,logistics; and

• as needed, external meetings for Global Fund Senior Management in collaboration with the respective executive assistants;

• Develop,maintainand track the overall replenishmentlogisticsworkplan for the Replenishment milestones;

• Develop,maintainandconsolidateparticipants’ contact, invitations, registrations and other similar lists and tracking sheets

• Draft ministerial level invitation/thank you letters and other correspondence as well aslogisticssheets (for Delegates, Observers and Staff), registration and related information for the Replenishment and other relatedspecial events;

• Set up andmonitorGF Replenishment email, ensuringtimelyescalation and/or response to participant requests and queries; 

• Contribute to the development of user-friendly and streamlined replenishment event management tools, including event websites and online registration platforms;

• Coordinate all travel arrangements of speakers and funded participants, liaising with the travel agencies (CWT) and the hotels to track travel arrangements and rooming lists;

• Track and report on expenses,submitor reconcile expense reports related to event organization and funded participants on a regular basis; and

• In collaboration with the Events Team, support the planning and management of on-sitelogisticsof the key replenishment milestones, as needed.

Under the guidance of theManager, Replenishment and Donor Analytics, provide strong overall administrative and logistical support for thepledges and contributionsprocess:

• Prepare documentation to support the P&C process, including donor contribution agreements, paymentrequestsand payment receipts;

• Coordinate P&C-related meetings betweenResource Mobilization, Legal, Finance, other relevant internal teams as well as external stakeholders;

• Document and comprehensively record the negotiation process for major/complex donor agreements;

• Support internal procedures and coordination of document clearance processes;

• Manage online filing systems for P&C-related documentation;

• Participate in weekly pledge forecast meetings with Finance and support with follow-up actions including liaison with Finance and respectiveResource MobilizationPortfolio Managers on payment requests/receipts;

• Manage the tracking of Thank You Letters and similar correspondence with donors;

• Provide logistical support for other relevant events linked to P&C, including agreement signing ceremonies and donor audits; and

• Support streamlined and centrally coordinated reporting related to the P&C process:

• Track and analyze trends in requirements and conditionalities under donor contribution agreements;

• Liaise with respectiveResource MobilizationPortfolio Managers and other relevant internal teams tomonitorthe progress of conditionalities and reporting requirementsstatedin donor agreements tofacilitatetimelysubmission of reports and other requirements to donors; and

• Support the P&C Specialist with preparations for regular P&C reporting to Senior Management and the Global Fund’s governance bodies, as needed.

In support of theResourseMobilizationManagement Team and the RMCoordinator, provide theResource MobilizationDepartment with other keylogisticsand project management support, including tracking implementation of keyinitiatives .

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

Qualifications

Essential:

• Bachelor’s degree in business administration, international development, international relations, political or social science, economics, or a related field

Desirable:

• Advanced university degree in business administration, international development, international relations, political or social science,economicsor a related field

• Post-secondary certification/diploma or other relevant certification

• Professional secretarial training from a recognized institution

Experience 

Essential:

• Experience in administration, internationaldevelopmentand/or resource mobilization related areas

• 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

• Extremely well-developed interpersonal skills with the ability to interact with an extensive network of contacts at senior levels both internally and externally

• Experience in typing, spreadsheet, and database management skills;

• Excellent knowledge of MS Office including Word, Excel, databasemanagementand office management software

• Experience working on documents organization and information retrieval systems

• Strong experience in organizing, prioritizing, scheduling,planningand coordinating work and other activities within and outside the organization.

• Demonstrable ability to meetfrequentlychanging business needs with competing activities and demands.

• Demonstrated ability to deliver results on time and under pressure

Desirable:

• Minimum of 3 years professional experience in administration, internationaldevelopmentand/or resource mobilization related areas

• Previousprofessional experience working on largehigh levelin-person conferences or hybrid events (300 participants or more)

• Previousprofessional experience with the Global Fund

Languages:An excellent knowledge of English and preferably a good working knowledge of French. Knowledge of other languages would be an asset.

Functional Competencies:

•  Business – Foundation

• Communications – Mastery

• Due Diligence – Foundation

• Multicultural Understanding – Mastery

• Operational Policy – Foundation

• Project Management – Foundation