Coordinator, Technical Advice and Partnerships Department (TAP) – GL B – Defined Duration until December 2025
The Coordinator, TAP is responsible for providing a range of administrative and coordination support services the Heads of HIV, TB, Malaria, Resilient and Sustainable Systems for Health (RSSH) and their teams (totaling over 80 people), as well as with the Head of TAP and the TAP PO to support cross-TAP, cross-SIID (linking to the SIID front office) and cross-organizational initiatives. They are expected to maintain high standards of professionalism, efficiency, personal communication, confidentiality, proactiveness, diligence, and independent judgment. They are expected to be on top of many competing requests, working in an independent and agile manner. They should be able to problem-solve strategically and be solution-oriented, knowing to escalate for help when needed, but simplifying proposal solutions for decision-makers. Working closely with internal and external contacts, the incumbent deals with a wide range of (sensitive) issues under tight deadlines/pressures.
Provides effective administrative and logistical management on departmental deliverables, including inter alia, key organizational deadlines, processes related to sourcing, finance, human resources as well as key meetings and requests, etc.:
- Works closely with HR colleagues to support the TAP department in Human Resource procedures such as workforce forecasting, helps launching recruitments and support extensions, Direct Assignment Review Committees (DARC) or loans, interns, manages recognition and external training budget for the department, facilitates onboarding of new staff.
- Supports procurement processes: They are the go-to person for the department’s sourcing needs and provides guidance and support on sourcing processes from planning stage to start of work (and onboarding for consultants) taking into account financial aspects such as use of budget sources and availability of budget; selects service providers and develops work orders/purchase orders for consultancies (drafts and coordinates memos on competitive processes, cost proposal templates), participates on technical review panels to select service providers, manages associated documentation and tracks the status of numerous procurement processes, tracks payments of all contracts, works closely with Sourcing and Finance and across other Global Fund teams, including other SIID departments to complete tasks described above.
- Budget Management: Maintains financial tracking of the Department’s budget and of several grants. Undertakes analysis of budgetary issues, tracks expenditures and develops appropriate recommendations to optimize use of budget. Provides proactively regular updates to budget holder, advises on balances, spending requirements and deadlines, prepares reforecast exercises and coordinates the quarterly and annual budgeting exercise for the Team.
- Organize and coordinate the Department’s meetings and key activities, ensuring active agenda setting, team members have all necessary information, coordinating participation, recording and following up on minutes, action points and decisions as needed. Organize events such as retreats, off site meetings, etc. and handle all related logistics.
- Independently responds to extensive and diverse inquiries and makes decisions when multiple courses of action are possible, with an ability to manage high-stress and time-pressured competing priorities, while staying on top of all actions needed.
- Performs duties beyond the key responsibilities as advised by the Program Officer and the Head of TAP.
Subject to change by the Executive Director at any time at their sole discretion.
- Bachelor’s Degree in relevant field (Business Administration, Communications, Health) or equivalent work experience.
- Qualification in project management or equivalent, or work experience in a project management, change management or business improvement capacity.
- Excellent knowledge of MS Office and office management software
- Outstanding written and verbal communication
- Strong interpersonal abilities and professionalism
- Excellent organizational and team relationship skills
- Outstanding demonstrated skills in organizing, prioritizing, scheduling, planning and coordinating work and other activities internally and externally.
- Experience solving problems with a customer-focused approach.
- Proven adaptability and flexibility in working in a complex and dynamic environment.
- At least 2 years of experience in similar / related work experience in an international / public / private institution
- Track record of being a reliable and highly proactive team member with a focus on accuracy, quality, and professionalism
- Proven ability to deliver results.
- Knowledge of the Global Fund and its policies, processes, procedures, governance, structure and IT systems.
- International development experience, including in an international organization, non-profit or private sector, an advantage.
- Experience working on documents organization and information retrieval systems.
Languages: An excellent knowledge of English and preferably a good working knowledge of French.
- Global Fund awareness and mind-set – level 1
- Service orientation – Level 2
- Drive for results – Level 1
- Collaboration – Level 1
- Interaction – Level 1
- Adaptability – Level 1
- Finance – Foundation
- Analytical – Foundation
- Communication – Foundation
- Due Diligence – Foundation
- Multi-Cultural Understanding – Foundation
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Explore our vacancies and apply on the Global Fund Careers recruitment system.
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Job Posting End Date
17 October 2023