Executive Assistant, Supply Operations

☞ The Global Fund

View: 118

Update day: 16-03-2024

Location: Genève Genève GE

Category: IT - Hardware / Networking Information Technology

Industry:

Job type: 100%, Temps de travail : 90-100%

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Job content

To provide a range of efficient administrative support to the Department’s Head and their office.
The role holder is expected to maintain exceptional levels of professionalism; efficiency and discretion whilst demonstrating strong communication skills and judgment.
The role holder will work closely and collaboratively with internal and external stakeholders dealing with a wide range of highly sensitive issues within extremely tight deadlines and demanding situations.
Key Responsibilities
Reporting to the Department’s Head, the executive assistant will:
  • Be responsible for time schedule and management on behalf of the Department’s Head to include effective prioritizing and resolving related conflicts and competing demands;
  • Provide substantial support to the Department’s Head including proactive preparation and coordination of briefings for meetings, coordinate follow-up actions;
  • Serve as first point of contact and liaison with clients and officials both inside and outside the Secretariat;
  • Effectively provide general research support and utilizes all relevant computer software to retrieve, maintain and manipulate data as needed;
  • Ensures quality of documents requiring the approval and/or signature of the Department’s Head;
  • 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 & OIG office;
  • Accountable for the smooth operation of the office support work and related systems within the Office and assuming primary responsibility for organizing and coordinating workflows;
  • Works with the highest level of discretion in providing wide-ranging executive assistance support, setting and managing priorities and the workflow of the Department’s Head, as well as administrative coordination within the Department;
  • Routinely involved in relaying/processing/handling information of the most sensitive, diverse and confidential nature.
Subject to change by the Executive Director at any time at his sole discretion.
Qualifications
Essential:
Educated to Bachelor’s 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 years’ 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 Department’s Head/ senior executive, the Division and the Organisation.
  • 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.
  • Applies the same level of courtesy to individuals at all levels throughout the organization.
  • 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 Department’s Head
Desirable:
  • Working experience within a large multi-national organization.
  • Knowledge of the Global Fund, its culture, policies and procedures would be an advantage.
Competencies
Languages:
An excellent knowledge of English and preferably a good working knowledge of French. Knowledge of other languages would be an asset.
Technical Competencies:
  • Advanced proficiency in Microsoft Office suite: Word/Excel/PowerPoint/MS Outlook.
  • Ability to set up, maintain and improve data management and document retrieval.
  • Demonstrable skills in organizing, prioritizing, scheduling, planning and co-ordinating work and other activities within and outside the organization.
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
15 March 2023
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Deadline: 30-04-2024

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