Executive Assistant, Office of the Executive Director

The Global Fund
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 more than US$15 billion to over 740 programs in 140 countries.
Closing date: 06 Apr 2010
Location: Switzerland - Geneva

(2 posts) / Grade 03

The Global Fund to Fight AIDS, Tuberculosis and Malaria

Role Summary & Key Expectations

The two Executive Assistants are responsible for providing a range of administrative support services to the Executive Director (ED) and the Deputy Executive Director (DED) to promote efficient delivery of services and, where applicable, effective management of the Executive Director and his office. The incumbent is expected to maintain high standards of professionalism, efficiency, personal communication, discretion and independent judgement. In working closely with internal and external contacts, the incumbent deals with a wide range of highly sensitive issues under tight deadlines/pressures.

Key Responsibilities, and Accountabilities

Under the guidance of the ED or DED, the Executive Assistant will:

• Be responsible for time scheduling and management on behalf of the Executive Director to include effective prioritizing and resolving related conflicts and competing demands
• Organize and coordinate all travel and related requirements for the ED/DED to include: travel authorizations, flight tickets, hotel bookings, visas, airport transfers, petty cash claims and reimbursements
• Serve as first point of contact and liaison with clients and officials both inside (including coordination with Clusters, etc.) and outside the Secretariat;
• Effectively provides general research support and utilizes all relevant computer software to retrieve, maintain and manipulate data as needed
• Ensures quality of documents requiring Deputy/Executive Director’s approval and/or signature
• Keeps others informed by providing relevant information, reports or status updates
• Supports and works collaboratively with members of the immediate work team as well as with others in diverse work groups/teams/task forces, across the Secretariat office
• Accountable for the smooth operation of the office support work and related systems within the Office by assuming primary responsibility for organizing and coordinating workflow
• Works with the highest level of discretion in providing wide-ranging executive assistance support, setting and managing priorities and the workflow of Deputy/Executive Director, as well as administrative coordination within the OED
• Participates in institutional activities, and leads task group activities within the OED
• Independently responds to extensive and diverse inquiries, and makes decisions when multiple courses of action are possible
• Routinely involved in relaying/processing/handling information of the most sensitive, diverse and confidential nature
• Routinely prepares correspondence on a range of topics on behalf of ED/DED, and prepares minutes of meetings
• Perform duties beyond the key responsibilities as advised by the ED/DED

Qualification and Membership

Essential:

• Bachelors Degree (Honors) in relevant field (Business Administration, Communications)

Experience

Essential:

• More than 5 years work experience in a similar position in public/private institution

Desirable:

• Experience in managing a Senior Executive Office in the private sector for a multinational organization will be an added advantage
• Knowledge of the Global Fund and its policies, processes and governance structure

Technical skills and competencies

Competencies:

• Demonstrated ability to provide the full range of executive office support work at the highest level
• Ability to help organize data and information retrieval systems
• Outstanding interpersonal skills and ability to interact with an extensive network of contacts at senior levels, both internally and externally
• Demonstrated ability to respond and deal effectively with diverse situations that require good judgment, tact and diplomacy
• Strong written and verbal communication skills and broad knowledge of substantive functions and programs of VPU to prepare correspondence on a range of topics and ensure quality of documents requiring ED’s approval and/or signature
• High degree of judgment and tact in handling the most sensitive, diverse and confidential material
• Outstanding demonstrated skills in organizing, prioritizing, scheduling, planning and coordinating work and other activities internally and externally
• Proficiency in Word, PowerPoint, Excel and MS Outlook

Core Competencies:

• Promoting Teamwork
• Communicating Effectively
• Results-Oriented
• Sound decision Making
• Solution Oriented Analysis
• Demonstrating Accountability and Commitment
• Gathering Information

Languages

An excellent knowledge of English and a good working knowledge of French Knowledge of other languages an asset

CONDITIONS OF CONTRACT

Staff are employed by and are subject to the terms and conditions of employment of the Global Fund.
The Global Fund is a foundation established under the laws of Switzerland enjoying certain privileges and immunities in Switzerland pursuant to a Headquarters Agreement concluded between the Swiss Federal Council and the Global Fund on 13 December 2004.

The person selected for this position will be appointed on a continuing duration contract.
We offer competitive remuneration packages. Salaries are paid in Swiss Francs, and salary and benefits of staff are exempt from taxation in Switzerland. This position is at Global Fund Grade 03 with a minimum basic annual salary of 90,100 Frs.
How to apply
GLOBAL FUND STAFF SHOULD APPLY ELECTRONICALLY VIA GFS THROUGH TGF EMPLOYEE SELF-SERVICE OPTION http://gfs.theglobalfund.org/

EXTERNAL APPLICATIONS SHOULD BE SUBMITTED ELECTRONICALLY VIA THE GLOBAL FUND WEBSITE THROUGH THE ONLINE IRECRUITMENT SYSTEM http://www.theglobalfund.org/en/employment/

CLOSING DATE FOR THE RECEIPT OF APPLICATIONS: 6 April 2010

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.