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Senior Administrative Assistant, Governance (Maternity Cover)


  • Organization: Gavi, Vaccine Alliance
  • Location: Geneva
  • Grade: CS2 - Career Step 2 - Professional - Both internationally and locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Development Cooperation and Sustainable Development Goals
    • International Relations
    • Administrative support
    • Democratic Governance
    • Public Policy and Administration
  • Closing Date: 2022-08-19
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 Governance team ensures that the Board has the proper advice and resources needed for discharging its responsibilities, and that the records of the Board's actions reflect that the Board has done so. The team informs the Board of governance best practices from the public-sector and corporate spheres and is a key relationship manager between the Board and the Secretariat. It is also responsible for advising the Board on its forward workplan and operations and does so responsively and collaboratively. In line with Gavi’s transparent practices, the minutes of the Board and its Committees are available on Gavi’s website once approved. The Governance Team provides similar functions to Gavi’s affiliate organisations. In total, the Governance team manages as many as 40-45 or more meetings per year. 
Ensure effective and efficient functioning of the Governance department focusing on achievement of the following results:
•    Occasional preparation of briefing materials for appointments; meetings, missions;
•    Undertake travel arrangements for Governance team members;
•    Preparation of correspondence on behalf of the Director, Governance for signature and ensuring follow-up when required; 
•    Management of email and correspondence flow, ensuring prioritisation and effective follow-up; and
•    Management of calendar of Director, Governance, ensuring prioritisation and effective follow-up.

Provide support to effective advocacy of the Governance activities in close consultation with the Director and Head, Governance as appropriate focusing on the achievement of the following results:
•    Render dedicated support to the Head, Governance and Senior Manager, Governance as designated/allocated from time to time but with some flexibility in providing cross support to the Governance team generally as circumstances will require regardless of designated assignments or job responsibilities;
•    Coordination of the information flow in the Governance department and follow up;
•    Follow up on deadlines, commitments made, actions taken;
•    Maintenance of the filing system and ensuring its accuracy and completeness at all times;
•    Direct responses to enquiries or redirect them to the substantive focal points within the Governance team;
•    Preparation of public information materials/folders as requested;
•    Provide information and guidance to staff at all levels to ensure understanding of intent and deadlines.

Provide administrative support to the Board and Committees focusing on achieving the following results:
•    Provide logistic and administrative support to Board and Committee meetings (in-person and virtual), including event planning, event execution and event closure, formatting papers and presentations;
•    Proper control of the supporting documents for the Board and Committee meetings;
•    Maintenance of internal expenditures control system which ensures that Requisitions and Purchase Orders are processed in SAP and travel requests and claims processed in MobileXpense in conformity with Gavi rules and regulations.

Note: The essential functions listed in this section are not exhaustive of the job responsibilities; other duties may be assigned consistently with the department needs.
•    Minimum of 3 years of progressively responsible administrative or programme experience is required;
•    Previous experience working with board, committees or a decision-making body is required;
•    Relevant professional experience in international, governmental or non-governmental organisation is preferred;
•    Good knowledge of institutional or organisation policies, systems and procedures;
•    Excellent computer skills (MS Word, MS Excel, MS PowerPoint);
•    Ability to work in a team; and to work in complex and political settings;
•    Ability to work in a multi-cultural environment, with excellent awareness and understanding of cultural sensitivities;
•    Ability to work under pressure and with tight deadlines with uncertainty and ambiguity and at times with minimum supervision;
•    Excellent written and oral communication skills;
•    Excellent interpersonal and persuasion skills and ability to work collaboratively;
•    Good project management skills;
•    Excellent detail-orientation; 
•    Ability to multi-task, prioritise and follow-up;
•    Logical thought processes;
•    Solutions-based approach to problem solving;
•    Ability to demonstrate tact and discretion at all times.
•    Written and spoken fluency in English required, with a great preference for French written and spoken fluency.
•    Completion of at least two years of university education or equivalent level. Training in secretarial/administrative field highly desirable. 
•    Extensive contact with staff at all levels;
•    Gavi Alliance Board and Committee members and their support staff;
•    Gavi Alliance partner staff, including: 
  o    Developing country health ministries and constituencies; 
  o    Donor government foreign ministries;
  o    Civil society;
  o    WHO; 
  o    World Bank;
  o    Bill & Melinda Gates Foundation;
  o    UNICEF.

•    External service providers, including:
  o    Hotels;
  o    Restaurants;
  o    Caterers;
  o    Transport companies.

This post may require travel, sometimes at short notice.
If you wish to apply, please provide a cover letter and resume through our Careers webpage and apply by clicking on “Senior Administrative Assistant, Governance (Temporary)”. Deadline for applications is 19 August 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 link.              

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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. Gavi has zero tolerance towards sexual harassment, sexual exploitation and abuse as well as any form of discrimination or harassment. Everyone at Gavi is expected to conduct themselves with integrity and respect towards each other. Gavi is committed to creating a work environment that is safe and professional, therefore all selected candidates will undergo rigorous reference checks. Read more here.

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.  
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.