Team Coordinator, Ethics Office - GL B
The Team Coordinator, Ethics Office (EO), reports to and provides executive level support to the Chief Ethics Officer, and provides administrative, finance and logistical support to all members of the EO team, to promote efficient delivery of the teamโs services and, where applicable, effective time management for the Chief and team.
The incumbent is expected to maintain high standards of professionalism, efficiency, communication, discretion and independent judgment. In working closely with internal and external contacts, the incumbent deals with a wide range of highly sensitive and/or confidential issues under tight deadlines/pressures.
Key Responsibilities
Executive support to Chief Ethics Officer and to the EO Leadership Team
- Acting with the highest level of discretion, manage the schedule of the Chief Ethics Officer and provide wide-ranging executive assistant support, to ensure the effective prioritization of the Chiefโs time and workload in alignment with departmental and organizational priorities.
- Provide substantial support, scheduling, time management and meeting and document preparation to the Chief Ethics Officer and EO leadership team to enable the delivery of diverse team objectives.
- Track and use sound judgement to prioritize amongst competing meeting requests and coordinate with all relevant parties (including internal and external) to ensure best use of Chiefโs time.
- Keep the Chiefโs agenda up-to-date, ensuring accurate information and briefing for internal and external engagements, while identifying and flagging any areas of concern and facilitating timely engagement on key management issues for the team.
- Coordinate creation, formatting and finalizing of official reports and documents for the Board and governance committees.
- Support Chief as chair of committees and working groups with committee meeting planning, oversight and record keeping, including keeping minutes of committee meetings and accurate records of decisions and actions.
- Represent EO in cross Secretariat workstreams related to travel planning, budget processes, and any other Working Groups established for administrative or corporate planning purposes for effective coordination across the Secretariat.
Support the Chief and leadership team to create an enabling work environment, including efficient information flow, planning and organization for the Departmentโs activities:
- Organize full department meeting and the leadership teamโs meetings: coordinate setting of agenda, chairing and note-taking and monitor appropriate follow-up to action items.
- Organize Department events such as team retreats, support off-site meetings including with high-level external stakeholders as needed and lead on all related logistics.
- Organize and maintain the EO SharePoint site and Teams spaces.
- Organize and coordinate key events undertaken by the team including prioritization and problem solving.
- Maintain the teamโs travel plans, make travel arrangements, and prepare reports; monitor staff movements, leave and entitlements.
- Support conference and workshop administration, including vendor selection, procurement memoranda, purchase orders, visa coordination, logistical communications, and general event-planning support to team.
Budget, Travel, and HR Management
- Act as focal point for the Team ensuring successful coordination of HR, Travel, Finance and Consultant Contracts matters.
- Ensure all administrative, personnel/human resources and finance-related processes are executed in compliance with the GF regulations.
- Manage the filing, archiving and retrieval of information related to administrative, personnel/HR and finance-related documents and files.
- Act as Budget Focal Point: Coordinate budget, forecasting and reporting, and liaise with Finance and HR.
- Maintain financial track of the department OPEX.
- Provide proactive and regular financial updates to Chief Ethics Officer, advise on balances, spending requirements and deadlines, prepare reforecast exercises.
- Run the department quarterly budgeting exercise and coordinate the annual budgeting exercise.
- Prepare and monitor purchase requisitions, contracts, and value/procurement cards in Global Fund financial systems and invoicing arrangements.
- Monitor timely execution of contracts and respective payments.
- Coordinate the quarterly and annual budget reporting for the EO.
- Work closely with Sourcing and agencies to create consultantsโ contracts and associated administrative needs.
- Work with Sourcing to ensure adherence to procurement policies and guidelines, and prepare related memoranda for the team.
- Act as EOโs focal point for HR-related activities including coordinating recruitment, scheduling interviews, gathering interviews notes, and preparing selection memos by capturing interviewers notes and decisions;
- Coordinate onboarding of new team members, including liaising with HR, IT and GHC Security to create accesses for new joiners and training on TGF systems;
- Coordinate the induction of new team members, including preparing induction materials, and engage with managers to ensure probation guidelines, objectives and development plans are in place with HR.
- Liaise on learning and development in order to plan for and respond to the teamโs training needs.
Other
- Work collaboratively, as requested, with members of the EO team as well as with others in diverse work groups/teams/task forces, across the Secretariat office.
- Work with the highest level of discretion with the Chief EO and the EO leadership Team.
- Identify the need for new or adjusted internal procedures to improve efficiency, monitoring, record keeping etc.
Perform other duties as required.
Subject to change by the Executive Director at any time at their sole discretion.
Qualifications
Essential:
Educated to Bachelorโs degree level or equivalent in appropriate subject area.
Desirable:
Certification in executive/office management or secretarial qualifications from a recognized institution.
Experience
Essential:
- More than five yearsโ work experience at a similar level in a culturally diverse organization.
- Demonstrable ability to adapt quickly and gain an understanding of the requirements of a Departmentโs Head/ senior executive, the Division and the Organization.
- Ability to quickly build and maintain trust and confidence.
- Proven ability to work effectively in a team oriented, multi-cultural environment with the flexibility to positively adapt to a variety of individuals and situations.
- Proven ability to respond appropriately and deal effectively with diverse situations that require good judgment, tact and diplomacy.
- Extremely well developed interpersonal skills with the ability to interact with an extensive network of contacts at senior levels both internally and externally.
- Demonstrable ability to meet frequently changing business needs with competing activities and demands.
- Able to provide the full range of executive services required by the Departmentโs Head
- Proven experience in executive/administrative support and team coordination in a multicultural environment
- Excellent knowledge and experience of MS Office and office management software, including MS Teams
- Strong track record of communication and interpersonal skills
- Demonstrated ability to appropriately handle sensitive and confidential information and situations
- Solid experience in arrangement and management of logistics for meetings, both in person meetings and meetings on virtual platforms
- Demonstrated experience in problem solving, with a strong ability to plan, organize and coordinate services with multiple stakeholders
- Proven ability to respond appropriately and deal effectively with diverse situations that require good judgment, tact and diplomacy and confidentiality.
Desirable:
- Working experience within a large multi-national organization
- Knowledge of the Global Fundโs organizational structure, personnel and administrative procedures, processes and delivery mechanisms.
Competencies
Languages:
An excellent knowledge of English and preferably a good working knowledge of French. Knowledge of other languages would be an asset.
Functional Competencies:
- Communications โ Foundation
- Business โ Mastery
- Multicultural Understanding โ Mastery
- Project Management - Foundation
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Job Posting End Date19 May 2024