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 Organization, 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.
Please note this is a temporary role, until 31^st January 2024.

The Gavi DC office is located at 2099 Pennsylvania Avenue, NW, Suite 200. It is in Washington’s central business district, which is minutes away from the White House. The Operations component of that office is represented by the team of DC Office Services (DCOS). The DCOS team is primarily responsible for management and oversight of two core roles: Office Services: administration and facilities management, and Human Resources.

The Senior Administrative Assistant-DCOS is primarily responsible for:

• New Employee Procedural and Software Training
• Travel Administration, Expense Claim and Credit Card Reconciliation
• DCOS Vendor Contracts and Purchase Requisition Maintenance
• Provide Administrative Support for DC Office HR Functions
• Provide Administrative Support to HDCOS

Key results expected:

• Seamless facilitation of DCOS travel and procurement administration;
• Enhance proficiency of Gavi business software users in the Washington, DC office;
• Efficient day-to-day administrative support for the WDC office.

TRAVEL ADMINISTRATION

• Create/maintain certain travel user accounts and profiles; allocate expenditures to user accounts; perform corporate credit card reconciliation
• Prepare/submit travel authorizations and expense claims for HDCOS, certain consultants and others as required in WDC office;
• Ensure travel activities and goals are performed within approved Gavi policies and budget.

PROCUREMENT ADMINISTRATION

• Serve as DCOS procurement focal point:
  • Issue purchase orders; receive product receipts and submit payment requests for incoming invoices;
  • Liaise with Geneva procurement, finance and legal teams to obtain information or resources on behalf of the DCOS;
  • Prepare/submit purchase requisitions for DCOS;
• Respond to payment information requests from external vendors and various departments within the Gavi organization; respond to user administrative questions and issues, research requisition activity and product receipts;
• Edit and review DCOS contracts for procurement activities related to external vendors, consultants and independent contractors;
• Ensure timely monthly payment of rent, taxes and expenses for the WDC office;
• Maintain/update monthly log of staff contributions for reconciliation of WDC benefits invoices.

HUMAN RESOURCES

• Prepare candidate interview packets;
• Administer assigned tests to interview candidates as needed;
• Update and prepare employee manuals for incoming DC staff;
• Coordinate facilitation of initial productivity requirements for new staff (training, equipment requests, building access, software account setup, “buddy”, etc.);
• Provide software and policy training for new and existing WDC office staff (travel and procurement).

OFFICE SERVICES

• Manage and/or support special projects as needed;
• Maintain Outlook contacts database for WDC office staff; circulate WDC office telephone list and makes changes as required;
• Assist team focal points with organizing WDC Office events and celebrations (quarterly birthdays, holiday party, retreats, etc.);
• Provide administrative and office support as required;
• Liaise with building management to respond to service and resource requests on behalf of staff as needed
• Provide support and back-up coverage for Administrative Assistant, DCOS.

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 3-5 years of work experience in a similar position.

• Must be proficient with Microsoft Office applications; proficiency in SAP a plus;
• Must have knowledge of travel, procurement or similar software systems;
• Demonstrated ability to work in a team and a multi-cultural environment, and establish harmonious and effective working relationships;
• Good knowledge of institutional or organization policies, systems and procedures;
• Excellent organizational and communication skills, written and oral;
• Exercise tact and discretion;
• Ability to prioritize and work under pressure;
• Ability to work with minimum supervision;
• Must be flexible with work hours.

• Fluency in written and spoken English; knowledge of a second language is an asset.

• Completion of secondary school education.
• Training in administration.

Internal contacts:

• The Gavi Secretariat.

External contacts:

• Gavi partners and stakeholders.

If you wish to apply, please provide a cover letter and resume through our Careers webpage and apply by clicking on “Senior Administrative Assistant, DC Office Services (Temporary).” Deadline for applications is 5 May 2023.

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.