Back Team Assistant, Communications Department - GL A - Temporary until December 2025

Team Assistant, Communications Department - GL A - Temporary until December 2025

The Team Assistant provides a range of administrative support services to the Department’s Head and team, to promote efficient delivery of the department’s services, supporting the Department Coordinator.

Under the supervision of the Department Coordinator, the incumbent will collaborate closely across the External Relations and Communications Division (ERCD), other Global Fund Divisions and external stakeholders including suppliers/vendors. The incumbent shall demonstrate professionalism, efficiency, and discretion while working under tight deadlines and pressures. They shall be service orientated, fast learning, adaptable and solution driven.

Key Responsibilities

Under the supervision of the Department’s coordinator, the incumbent will:

• Provide administrative support to the Department Head, managers and team.
• Maintain the department’s travel plans and budgeting, assist with flight bookings, media trips, travel expenses as well as those for external travelers and per diem processing.
• Manage internal and external contracting processes, supplier setup, purchase orders (POs), etc, ensuring compliance to procurement policies and processes with timely follow-up.
• Contribute to the continued need to identify and enhance the administrative procedures and practices to improve efficiency, monitoring, tracking, record keeping, archiving etc.
• Upkeep of the Department’s SharePoint site.
• Assist with the printing and publication demands of the Department including stock management and tracking.
• Organize events such as retreats and off-site meetings handling all related logistics.
• Regular maintaining and updating of all relevant email distribution lists.
• Monthly purchase card reconciliations.
• Full back up to the Department Coordinator when on leave, including calendar scheduling support to the Head of Communications and acting OIC in their absence.
• Consultancy contracting following The Global Fund’s internal policies.
• Other duties as assigned.

  Subject to change by the Executive Director at any time at their sole discretion.

  Qualifications

  Essential:

  • Completion of secondary, technical or commercial school or equivalent.

    Desirable:

    • Intermediate to advanced certification in PC/computer skills
    • University degree in relevant field (Business Administration, Secretarial studies)

      Experience

      Essential:

      • 2-4 years + proven administrative experience in a similar setting and in a multicultural environment.
      • Proficiency in Microsoft Office suite (Word, Excel, PowerPoint) and willingness and proficiency in learning new digital platforms/tools.
      • Strong organizational skills to manage multiple tasks and deadlines effectively.
      • Proven ability to work effectively in a team-oriented, multicultural environment.
      • Clear and concise written and oral communication skills.
      • Comfortable engaging with senior-level stakeholders and guests.
      • Solution and detailed focused, the ability to work independently, with an action-orientated and self-driven attitude.

        Desirable:

        📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

        ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

        • Financial literacy, with high excel skills.
        • Experience working in international and/or executive level settings.

          Competencies

          Languages:

          An excellent knowledge of English and an advanced knowledge of French. Knowledge of other languages would be an asset.

          Functional Competencies:

          • Project Management – Foundation
          • Communications – Foundation
          • Business – Foundation
          • Multicultural Understanding - Foundation
          • Operational Policy – Foundation

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            Job Posting End Date05 January 2025