THE ROLE

Working closely with the SFP team’s leadership and the Senior Executive Assistant, Strategy, Funding and Performance you will assist in various administrative tasks .

• Maintain the team calendar, schedule meetings, and coordinate conference calls;
• Assist with organising team events and activities;
• Assistant with travel arrangements, expenses, etc.;
• Supports external meetings and events as required;
• Assist staff onboarding and offboarding processes;
• Tracking key deadlines, projects, meetings, liaising across sub teams for inputs;
• Helps convene network of assistants across Gavi Secretariat;
• Support periodic updates of organograms, forms, etc.

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.

• Proven experience in secretarial/administrative field showing of progressively responsible work, including supporting a senior leader/team of a large private or public sector organisation for at least 3 years;
• Proven ability to quickly adapt to a complex administrative and organisational environment;
• Experience working in multiple countries/international environment an asset.

• Excellent interpersonal skills, diplomatic abilities, and cultural sensitivity to engage stakeholders internal and externally;
• Demonstrated team player, with ability to operate in a multi-cultural environment, and establish harmonious and effective working relationships;
• Excellent organisational skills with the ability to manage multiple tasks and priorities;
• Proficient in MS Office Suite (Word, Excel, PowerPoint);
• Detail-oriented with a high level of accuracy in work;
• Ability to maintain confidentiality and handle sensitive information;
• Familiarity with SAP or other procurement systems is desirable;
• High performer with a proven track record of operating in a high-pressure environment with tight timelines;
• Advanced secretarial and administrative skills, with excellent written and oral communications;
• Technology savvy, ability to work across multiple platforms;
• Ability to make decisions and operate independently, as well as judgement to know when to seek guidance;
• Judgement to prioritise between multiple important tasks but not drop other tasks;
• Ability to multitask, track and manage many priorities in parallel.

• Fluent English is required;
• Additional languages (e.g., French) an asset.

• Minimum of 2 years of university education;
• Training in secretarial/administrative field highly desirable.

• Director, SFP and Heads of the SFP team;
• Senior Executive assistant;
• Other Gavi secretariat colleagues.

If you wish to apply, please provide a cover letter and resume through this link and apply by clicking on “Sr. Administrative Assistant, Strategy, Funding & Performance (temp)”. Deadline for applications is 2 November 2023.

This is a 2 years temporary position (from contract start date)

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.