(CLOSED) Assistant, Office of the Unit Director, Asia Unit

The Global Fund

Closing date: 20 Nov 2009 -- (CLOSED)
Location: Switzerland - Geneva

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 Global Fund is looking for staff with a strong commitment to health and development, an open mind-set, entrepreneurial and flexible attitudes as well as strong interpersonal skills.

The Global Fund is committed to using fair, objective and positive employment practices to promote equal opportunities and diversity in employment, ensuring all employees and potential employees are treated fairly, consistently and with respect, before, during and after, their employment. We seek to create an environment that is representative of, and responsive to, different groups. Thank you for your interest in working for the Global Fund.

Role Summary & Key results expected

The Global Fund is seeking an Assistant for continuing duration appointment in the office of Director Asia Unit of the Country Programs Cluster. The range of work requires the incumbent to become knowledgeable of the Global Fund Secretariat, its goals, priorities and products to anticipate needs and to provide a reliable and efficient support service.

The incumbent is required to provide general administrative support including the maintenance of the calendar, coordination of information flow, organization and making of travel arrangements, routine research and data collection and a host of other office requirements.

Key Responsibilities and Accountabilities

The Assistant will:

- Provide general administrative support to the Unit Director/Executive Officer in office management (complex and confidential correspondence, screening, schedule appointments, meeting of deadlines and follow-up, calendar of events);
- Prepare specific assistance to colleagues as needed, such as preparing drafts, reports, presentations, logistic support to meetings;
- Ensure timely and accurate exchange of information with other units;
- Coordinate the Units information flow to and from the Unit Director/Executive Officer, ensuring reliable access of information to his/her attention while optimizing his/her time management;
- Coordinate the Unit’s Director’s/Executive Officer’s information requirements for all meetings preparing drafts of regular correspondence;
- Assist in the organisation of the Unit Director’s/Executive Officer’s travel and related logistics as well as that of external consultants;
- Manage information delivery and dissemination for the Team/Unit and colleagues organizing the structure of information storage and retrieval, including the maintenance of a database of critical decisions;
- Undertake routine research and data collection as directed; Track all correspondence and communications records for the Unit Director/Executive Officer.

PERSON SPECIFICATION

Qualifications and Membership

Essential:

- Completion of secondary school or technical or commercial school or equivalent. Senior secretarial and/or administrative training.

Experience

Essential:

- At least five years’ experience in administrative positions, preferably with at least three years in an international and multicultural environment.

Technical skills and competencies

Skills:

- Excellent computer literacy, and extensive experience in using Outlook, MS Word, Excel, PowerPoint, and other applications.

- 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

(The Global Fund has a “core competency framework” setting out standard behaviours that are expected of all staff. Only the key competencies for this role are listed. The selected candidate would be expected to demonstrate adequate levels across all core competencies).

Core Competencies:

- Gathering Information
- Solution-Oriented Analysis
- Demonstrating Accountability and Commitment
- Communicating Effectively
- Promoting Team Work

Languages

An excellent knowledge of English and a good working knowledge of French. Knowledge of other languages would be advantageous.

Reference Code: RW_7XJDJG-48