Administrative Assistant, Leadership, Management & Coordination (Part-time 50%) - Gavi, Geneva, Switzerland

Job TitleAdministrative Assistant, Leadership, Management & Coordination – Part-time 50%
Purpose of PositionProvide administrative support to the Leadership, Management & Coordination (LMC) team.
TeamCP - Management
Reporting toSenior Specialist, LMC

Career Step Level


Job Description

The Administrative Assistant principal responsibilities will be to provide administrative support to the LMC team consisting of the following positions:
  • Senior Specialist LMC: providing overall leadership to the portfolio;
  • Senior Manager Operational Guidelines (20%): provides support to oversee one of the LMC interventions;
  • LMC consultant (50%): oversees project management responsibility for balance portfolio.
The assistant will also provide back up support to the Country Programme team during Senior Programme Assistant's absence.

  • Efficient operation of the LMC team as related to administrative duties including coordination and communication with other departments of the Secretariat and Alliance Partners;
  • Proactively working with Senior Programme Assistant and interaction with other CP Management team staff in providing support;
  • Maintain a database of LMC contracts in close collaboration with Partnership Engagement Framework (PEF) team.

Main Duties/Responsibilities

Daily administrative support to the LMC team including:
  • Organising video/teleconferences/meetings (internal-external)/closely coordinating with IT service desk;
  • Managing calendars, securing meeting rooms;
  • Organising travel requests/subsequent travel claims reconciliation/visa requests;
  • Preparation of contractual work and succeeding payments;
  • Preparation of LMC related materials for meetings (agendas and documents);
  • Collating time sensitive related documents & presentations;
  • Provide administrative support to other CP Management Team staff as guided by Senior Specialist LMC and Senior Programme Assistant;
  • Plan and organise own work, coordinate and set priorities, follow-through on projects to successful completion meeting deadlines, following up on assignments with a minimum of directions.
Note: The essential functions listed in this section are not limited only to the tasks listed and may include other duties as assigned.

Work Experience

  • Minimum of 2 years of experience in an administrative role preferably within UN, NGO, or Multi-national Corporation.


  • Familiarity with global health issues and partners;
  • Good oral and writing skills;
  • Ability to quickly learn Gavi proprietary software such as travel and procurement applications;
  • Computer skills, including internet navigation and various office applications (Microsoft Project and Excel);
  • Work in a multicultural environment and establish harmonious working relationships, both within and outside the organisation;
  • Deliver high quality, accurate work within target deadlines;
  • Excellent planning and organisational skills and capacity to prioritise work to support multiple staff;
  • Prioritise work under pressure.


  • Demonstrated full spoken and written fluency in English;
  • Good working knowledge of French required;
  • Other languages of Gavi eligible countries desirable.

Academic Qualifications​

  • Degree in Administration or related field.


  • Gavi Secretariat;
  • WHO;
  • Other implementation agencies;
  • Donors;
  • Vaccine Manufacturers;
  • NGOs.

Gavi is committed to diversity within its workforce and encourages applications from all qualified candidates.

If you wish to apply, please provide a cover letter and resume through our Careers webpage and apply by clicking on "Administrative Assistant, Leadership, Management & Coordination – Part-time (50%)".

Job vacancy

  •   Sunday, 31 March 2019
  • Geneva, Switzerland