Gavi, the Vaccine Alliance is a public-private partnership committed to saving children's lives and protecting people's health by increasing equitable use of vaccines in lower-income countries. The Vaccine Alliance brings together implementing country and donor governments, the World Health Organisation, UNICEF, the World Bank, the vaccine industry, technical agencies, civil society, the Bill & Melinda Gates Foundation and other private sector partners. Gavi uses innovative finance mechanisms, including co-financing by recipient countries, to secure sustainable funding and adequate supply of quality vaccines. Since 2000, Gavi has contributed to the immunisation of more than 888 million children and the prevention of more than 15 million future deaths.
The COVAX Facility (“COVAX”) provides a global solution to the equitable distribution of vaccines to the 190 participating countries and economies. The COVAX Advance Market Commitment (AMC) is an innovative financing instrument that supports the participation of the 92 low and lower-middle income economies in COVAX. Self-financing participants (SFPs) have entered COVAX either as Optional (having the possibility to opt-out of a particular vaccine) or Committed Purchasers. Guided by the WHO fair allocation framework, COVAX will equitably distribute doses to help protect the most at-risk groups. Gavi is working with Alliance partners UNICEF and WHO to ensure that the infrastructure is in place, and the technical support available, for COVID-19 vaccines to be safely delivered to all those who need them.
THE ROLE
The Senior Assistant’s role will be to provide full administrative support to two Directors of the Country Teams.
KEY FUNCTIONS AND DELIVERABLES
Main Duties/ResponsibilitiesThe COVAX Facility (“COVAX”) provides a global solution to the equitable distribution of vaccines to the 190 participating countries and economies. The COVAX Advance Market Commitment (AMC) is an innovative financing instrument that supports the participation of the 92 low and lower-middle income economies in COVAX. Self-financing participants (SFPs) have entered COVAX either as Optional (having the possibility to opt-out of a particular vaccine) or Committed Purchasers. Guided by the WHO fair allocation framework, COVAX will equitably distribute doses to help protect the most at-risk groups. Gavi is working with Alliance partners UNICEF and WHO to ensure that the infrastructure is in place, and the technical support available, for COVID-19 vaccines to be safely delivered to all those who need them.
THE ROLE
The Senior Assistant’s role will be to provide full administrative support to two Directors of the Country Teams.
KEY FUNCTIONS AND DELIVERABLES
- Timely, high-quality administrative support to two Directors as well as to Country Support team members on the cross-team issues;
- Proactive identification and addressing of issues and improvement opportunities related to the efficient functioning of the Country Teams;
- High degree of satisfaction by the Directors and other pertinent stakeholders regarding quality, timeliness, proactiveness of support provided to them including presentation development and support;
- Productive collaborations with relevant Gavi Secretariat colleagues, external collaborators, country and partner agency counterparts.
- Provide full administrative and secretarial support to the two Directors of Country Teams;
- Provide proactive support to team meetings and engagement: take minutes, set agendas and follow up actions as required;
- Develop PowerPoint presentations (help conceptualise and illustrate in clear pictures and text) and draft key talking points for both Directors;
- Lead special projects as assigned by the Directors by managing the end-to-end process, solid data analytics, keeping Directors apprised, engaging key stakeholders and meeting deadlines;
- Oversee engagement of the Country Teams with the rest of the organisation, liaising regularly about meeting planning, preparations, and problem solving as needed;
- Manage meetings including coordination of key partner meetings; team offsite meetings and retreats with full logistical support. Help screen and prioritise incoming communications and workflow for the Directors, determining necessary actions and follow up;
- Proactive engagement ensuring the Directors are prepared for meetings by flagging key issues/tasks, setting aside calendar time and helping to identify next steps required, including agendas and materials development and review when necessary;
- Maintain the business by tracking key deadlines, work projects, meetings, liaising across sub teams for input;
- Provide support for low value and independent consultants’ contracts including drafting ICAs, raising PR/POs, logistics and onboarding as necessary;
- Prepare travels and provide logistical support for the Directors (including visa applications and expenses preparation) through the Gavi travel tool in compliance with Gavi travel policy, liaise with the Senior Country Managers for the details on the development of the mission, prepare folders of pre-reading documents when available);
- Provide effective support to cover leave or absences of the other Senior assistants;
- Other administrative or programmatic duties for the Directors as needed;
- Act as focal point for the team budget and maintain it, including tracking and forecasting of expenditures, meeting with Finance on a regular basis, update and alert Directors on budget related issues, ensure budget expenses are allocated to the correct activity code and cost centre, provide support and inputs for budget development;
- Proactively update key lists, databases and websites (e.g., country contact list, distribution lists, country portfolio allocation, events calendar).
- A minimum of 3 years’ experience in secretarial/administrative field showing of progressively responsible work; including directly supporting a Head/Director of a large private or public sector firm/organisation;
- Skilled at building crisp and visually pleasing PowerPoint presentations and building and analysing excel spreadsheets;
- Experience managing special project independently with high quality outputs within deadline;
- Proven ability to quickly adapt to a complex administrative and organisational environment;
- Experience working in an international environment is an asset.
- High performer with a proven track record of operating in a high-pressure environment with tight timelines and with high confidentiality; ability to multitask;
- Advanced secretarial and administrative skills, with excellent written and oral communications;
- Ability to work across multiple platforms, experienced user of Microsoft Office Suite including Outlook, Word: Solid PowerPoint and excel skills a must. Knowledge and proven use of Microsoft Teams a plus;
- Highly organised and structured, good planner with a high level of attention to details;
- Ability to interact and communicate at all levels of the organisation; diplomatic abilities and cultural sensitivity when engaging with stakeholders;
- Flexibility and willingness to work outside normal business hours as needed during peak periods or during urgent situations;
- Demonstrated team player, with the ability to operate in a multi-cultural environment and establish harmonious and effective working relationships;
- Openness to share information when appropriate but discretion to protect sensitive information;
- Proactive with an ability to anticipate needs of the Directors.
- Written and spoken fluency in English essential;
- Written and spoken fluency in French is an asset.
- Completion of at least two years of university education. Formal training in secretarial/administrative field highly desirable.
- Gavi Secretariat;
- Developing country governments;
- Gavi's alliance partners;
- UN;
- Multilateral & bilateral donor agencies;
- Civil society organisations.
If you wish to apply, please provide a cover letter and resume through our Careers webpage and apply by clicking on “Senior Assistant, Country Support - COVAX (Temporary)”. Deadline for applications is 25 January 2022.
Please note that as a vaccine organisation and in order to provide duty of care towards its employees, Gavi is requiring its new employees to confirm that they are fully vaccinated against Covid-19 as a condition for pursuing employment with us. You can find out more by visiting this page - https://www.gavi.org/our-alliance/work-us/vaccination-requirement.
Become part of our community and join us on Facebook and Twitter for updates about our mission to save children’s lives! You can also follow our hashtag #vaccineswork.
Gavi brings together the public and private sectors to save lives and protect people’s health by increasing equitable and sustainable use of vaccines against 18 infectious diseases. You will be joining an organisation at the centre of the international COVID-19 response, at the most critical time in global health in a lifetime. You will work in a culturally diverse environment with over 70 nationalities. You will collaborate with partners such as WHO, UNICEF, the Bill & Melinda Gates Foundation, the World Bank – and from business, civil society and government.
And you will work in the first global health organisation to receive equal gender salary certification. Your unique experience, skills and talents can help us achieve our vision of leaving no one behind without the life-saving power of vaccines.
In support of Gavi’s commitment to diversity, equality and inclusion, we hire globally and welcome applications regardless of age, disability, ethnicity, national origin, family status, sex, gender identity or expression, physical characteristics, race, religion, spirituality or sexual orientation.
Please note that as a vaccine organisation and in order to provide duty of care towards its employees, Gavi is requiring its new employees to confirm that they are fully vaccinated against Covid-19 as a condition for pursuing employment with us. You can find out more by visiting this page - https://www.gavi.org/our-alliance/work-us/vaccination-requirement.
Become part of our community and join us on Facebook and Twitter for updates about our mission to save children’s lives! You can also follow our hashtag #vaccineswork.
Gavi brings together the public and private sectors to save lives and protect people’s health by increasing equitable and sustainable use of vaccines against 18 infectious diseases. You will be joining an organisation at the centre of the international COVID-19 response, at the most critical time in global health in a lifetime. You will work in a culturally diverse environment with over 70 nationalities. You will collaborate with partners such as WHO, UNICEF, the Bill & Melinda Gates Foundation, the World Bank – and from business, civil society and government.
And you will work in the first global health organisation to receive equal gender salary certification. Your unique experience, skills and talents can help us achieve our vision of leaving no one behind without the life-saving power of vaccines.
In support of Gavi’s commitment to diversity, equality and inclusion, we hire globally and welcome applications regardless of age, disability, ethnicity, national origin, family status, sex, gender identity or expression, physical characteristics, race, religion, spirituality or sexual orientation.
At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.