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 Fund Portfolio Assistant reports to and supports the Fund Portfolio Managers of the Global Fund in the delivery of the team’s services. The Assistant applies administrative knowledge and expertise in procedures and processes to support the activities of the team.  The range of the team’s work requires the incumbent to become knowledgeable about the organization of the Global Fund Secretariat, its goals, priorities and products to anticipate needs and to provide a reliable and efficient support service. 

The Fund Portfolio Assistant will:

• Analyze, monitor and assess the importance and priority of mail, fund proposals, correspondence and documents; receive and send mail;
• Identify sensitive or complex correspondence for special treatment; set follow-up dates, review and communicate reasons for delays in responding to deadlines;
• Draft administrative correspondence in final form, correct materials prepared by others for format, spelling and grammar, provide informal translation of correspondence prepared by other staff;
• Establish and maintain an efficient follow-up database record system for receipt and despatch of mail and fund proposals. Create and maintain filing and reference systems, determine the nature of the supervisor’s needs and compile appropriate reference material;
• Provide administrative support for experts’ meetings and key meetings of partners in the region, attend meetings and   take notes, draft and finalise minutes, maintain the team’s travel plans, make travel arrangements and prepare reports, monitor staff movements, leave and entitlements;
• Make appointments for supervisors making tentative commitments, confirm mutually convenient schedules and rearrange schedules due to unavoidable events, establish work priorities among colleagues in the various Fund Portfolio teams and mutually agree on standard procedures;
• Identify the need for new or adjusted administrative procedures to ensure adequate control of communications and correspondence, monitor the progress of document reproduction for meetings and liaise with other teams/units to coordinate particular services for administrative support and document preparation and distribution;
• Type documents including statistical tables, conduct research using central databases to trace status and progress of proposals and to request updated management reports and statistics, run a variety of standard software packages and operate office equipment, e.g. copier, fax, printers etc.;
• Perform other duties as required.

Qualifications and Membership

Essential:

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

Essential:

• At least five to seven years secretarial/administrative experience, preferably with at least four years in an international and multicultural environment.

Skills:

• Proficiency with Microsoft Outlook, Word and Excel with knowledge of PowerPoint desirable.

Competencies:

• Reliable team member with an overriding focus on thoroughness and quality;
• Focused and engaged service provider who anticipates the work requirements of the Unit;
• Trusted and supportive colleague promoting both discretion and accountability in delivery of support services.

Core Competencies:

• Gathering Information
• Demonstrating Accountability and Commitment
• Communicating Effectively
• Understanding Others
• Developing Capability

For East Africa & Indian Ocean Country Team: Excellent spoken and written English and French.

For East Asia & Pacific Country Team: Excellent spoken and written English. Working knowledge of Mandarin is desirable.

For Middle East & North Africa Country Team: Excellent spoken and written English, French and Arabic.

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:  22 April 2008.

THE POSITIONS will have a competitive compensation package net of tax. The positions would correspond to G5 in the UN system. The persons selected for these positions will be appointed for an initial period of two years.