GAVI JOB DESCRIPTION
Post title: Administrative Assistant, Monitoring & Evaluation
Purpose of the post:
Provide administrative assistance to Evaluation and Impact teams within Monitoring and Evaluation.
Provide administrative assistance to Evaluation and Impact teams within Monitoring and Evaluation.
Reports to: Head of Evaluation and Head of Outcomes and Impact
Career step level: 1
Key results expected:
• Effective, timely and quality administrative support for the Evaluation and Impact teams. Main duties/ Responsibilities: • Provide a wide range of day-to-day administrative support such as calendar management for teams; • Organise meetings including travel logistics, hotel accommodation, catering services and related tasks; • Prepare teleconferences, videoconferences and in-person meetings including sending meeting invites (Outlook), booking facilities, facilitating logistical connections; • Process travel authorisations (MobileXpense), purchase requisitions (ReqLogic), contracts, and event authorisation forms; • Monitor payments / reimbursements of expense claims, and to process invoices for procurement of goods and services; • Format documents, RFPs, PowerPoints and reports according to standardised GAVI style; • Keep track of contracts’ deliverables and report to Heads of teams on status of those deliverables; • Monitor Evaluation and Impact teams’ budget balances and expenditure appropriateness (Clarity); • Maintain an internal hard-copy library of all evaluation and impact studies, respond to internal requests for documents, evaluation reports, impact studies; • Any other administrative support tasks (attend meetings, follow up on action points) as required by the teams.
Note: The essential functions listed in this section are not limited only to the tasks listed and may include other duties as assigned. Academic: • Completion of secondary school education; • Training in Secretariat or Office Administration an asset.
Work experience: • Minimum of 2 years of work experience in administrative position.
Skills/competencies: • Capacity to manage a variety of activities simultaneously; • Strong organisational and coordination skills; • Demonstrated ability to deliver high quality, accurate work within tight deadlines; • Demonstrated ability to work independently and within a team, establish harmonious and effective working relationships in a multi-cultural environment; • Conversant with technology: excellent Word, Excel, PowerPoint, Outlook and other Microsoft Office programme skills; • Ability to prioritise, to multitask and take initiative; • Attention to detail; • Good interpersonal and listening skills; • Tact and discretion.
Languages: • Very good written and spoken English; • Working knowledge of French and/or another UN language.
Internal contacts: • GAVI Secretariat.
External contacts: • GAVI Alliance partners; • External contractors and consultants.
GAVI is committed to diversity within its workforce and encourages applications from all qualified candidates.
Please send your cover letter and CV directly to: recruiting@gavialliance.org by the closing date and mention, “Administrative Assistant - Monitoring & Evaluation” in the subject line of the email.
How to apply:
Please send your cover letter and CV directly to: recruiting@gavialliance.org by the closing date and mention, “Administrative Assistant - Monitoring & Evaluation” in the subject line of the email.
GAVI Alliance Administrative Assistant, Monitoring & Evaluation
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