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:

• 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

The Global Fund recruits top-tier talent for our open positions, in support of our mission to end AIDS, tuberculosis and malaria as epidemics.

Explore our vacancies and apply on the Global Fund Careers recruitment system.

More information on working at the Global Fund is available on the Careers section of our main website.

Job Posting End Date

05 January 2025

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements