The Global Fund to Fight AIDS, Tuberculosis and Malaria is a global public/private partnership dedicated to raising and disbursing large amounts of additional finance to prevent and treat the three pandemics.  The Global Fund has so far
committed over US$10 billion to over 520 programs in 136 countries.

The vacancy is in the Secretariat of the Global Fund. The Secretariat manages the grant portfolio, including executing Board policies, disbursing money to grant recipients and implementing performance-based funding of grants. The Secretariat is also tasked with resource mobilization; providing strategic, policy, financial, legal and administrative support and overseeing monitoring and evaluation. It is based in Geneva and has no staff located outside its headquarters. 

The Assistant provides a range of administrative support services to a manager and/or team to promote efficient delivery of the team’s services and, where applicable, effective time management for the manager.

Under the supervision of the MRBM Manager, the Assistant will:

• Manage the unit’s / team’s information flow ensuring timely and accurate exchange and, where appropriate, optimization of Manager’s time management;  analyze and assess  importance and priority of material and identify sensitive material for specific treatment; take action on or route material for action setting deadlines and follow-up dates; track action taken and organize follow-up keeping staff informed as appropriate;

• Coordinate the Team’s information requirements for meetings ensuring availability of required information, taking notes and preparing minutes and records of decisions; schedule appointments and, where appropriate, manage the Manager’s calendar coordinating and adjusting itineraries;

• Organize the structure and maintenance of the unit’s or team’s information storage and retrieval ensuring appropriate records, cross-referencing, levels of access and confidentiality;

• Organize travel and events such as retreats, off site meetings, dinners etc. and handle related logistics (venue, catering, transportation, lodging per diem etc.) for team members and external consultants;

• Undertake routine research and data collection to ensure appropriate background material available when signing correspondence, reviewing work, taking decisions, etc.;

• Review all outgoing correspondence editing as appropriate to ensure correct spelling, grammar, formatting, style, protocol and diplomacy; draft administrative correspondence in final form, complete forms for administrative actions and keep records of actions taken;

• Prepare draft contracts (APW’s) for individuals or companies reflecting work and travel requirements and estimating costs; follow up implementation once approved;

• Liaise with internal and external contacts to ensure information exchange and cooperation;

• Monitor staff movements, leave and entitlements;

• Identify the need for new or adjusted administrative procedures to improve efficiency, monitoring, record keeping, etc. and work with other Assistants to ensure consistency of application within the teams covered; and
• Perform other duties as required.

Qualifications and Membership

Essential:

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

Desirable:

• Professional secretarial training from a recognized institution.

Essential:

• Five to seven years of secretarial / administrative experience with at least three years working in an international / multicultural organization.

Essential:

• Proficiency with Microsoft Outlook, Word and Excel.

Desirable:

• Knowledge of PowerPoint.

Core Competencies:

• Gathering Information
• Sound Decision-Making
• Demonstrating Accountability and Commitment
• Communicating Effectively
• Understanding Others
• Developing Capability

Excellent spoken and written English and French. Knowledge of other languages an asset.

A covering letter not exceeding one and one half pages must accompany all applications. The letter should describe your ability to meet the essential requirements set out in the vacancy notice.

APPLICATIONS SHOULD BE SUBMITTED ELECTRONICALLY VIA THE GLOBAL FUND WEBSITE www.theglobalfund.org/en/jobs

CLOSING DATE FOR THE RECEIPT OF APPLICATIONS:  18 April 2008.

Your online application will be acknowledged and a confirmation sent to the e-mail address that you have provided. Due to the sheer quantity of applicants, we will only contact candidates whose applications are of interest for this position and who are to be invited to participate further in the selection process.

THE POSITION will have a competitive compensation package net of tax. The position would correspond to G5 in the UN system. The person selected for this position will be appointed for an initial period of two years.