Senior Administrative Assistant, DC Office Services

Position title: Senior Administrative Assistant, DC Office Services

Location: Washington DC

Purpose of the position: Provide seamless office administrative support to the DCOS team regarding travel, finance, procurement, and human resources administration. As a member of the DCOS team, contributes to the overall efficient running of the WDC office.

Department: Operations

Team: DC Office Services

Reports to: Head, DC Office Services

Career step level: 2

Duration: Permanent

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• Seamless facilitation of travel, finance, procurement, and human resources administration; 
  
• Train and enhance proficiency of Gavi business software users in the WDC office;
• Efficient day-to-day administrative support for the WDC office.

MAIN DUTIES/RESPONSIBILITIES

Travel Administration

• Serve as travel preparer and expense claim administrator; 
  
• Create/maintain travel user accounts;
• Prepare/submit travel authorizations and expense claims for Head, DCOS.

Finance Administration

• Perform corporate credit card reconciliation;
  
• Receive and process invoice payments;
• Back-up to Head, DCOS as first-line approver for DCOS invoice payments in SAP;
• Respond to payment information requests from external vendors;
• Ensure timely monthly payment of rent, taxes and expenses for the WDC office.

Procurement Administration

• Serve as procurement focal point:
  • Prepare/submit purchase requisitions, track purchase orders;
  • Liaise with Geneva procurement, finance and legal teams to obtain information or resources;
  • Provide feedback to stakeholders for improvement of software performance and efficiency of core processes;
• Respond to user administrative questions and issues, research purchase order activity;
• Edit and review contracts for procurement activities related to external vendors, consultants and independent contractors;
• Maintain/update monthly log of staff contributions for reconciliation of WDC benefits invoices. 

Human Resources

• Serve as recruitment focal point:
  • Post DC vacancies;
    
  • Screen applicants for initial review when requested;
  • Coordinate interview panels;
  • Prepare candidate interview packets; 
  • Administer assigned tests to interview candidates as needed;
• Serve as onboarding focal point:
  • Update and prepare employee manuals for incoming DC staff;
    
  • Coordinate facilitation of initial productivity requirements for new staff (training, equipment requests, building access, software account setup, “buddy”, etc.);
  • Provide software and policy training for new and existing WDC office staff (travel, expense claims and procurement).
• Create and maintain staff files; respond to staff queries;
  
• Serve as main administrator for Recognition & Reward online platform; maintain vendor relationship; respond to staff queries; research recognition engagement and activity.

Office Services

• Manage and/or support special projects as needed;
  
• Circulate WDC office telephone list and makes changes as required;  
• Assist team focal points with organizing WDC Office events and celebrations (quarterly birthdays, holiday party, retreats, etc.);
• Provide administrative and office support as required;
• Provide support and back-up coverage for Administrative Assistant, DCOS. 

Note: The essential functions listed in this section are not exhaustive of the job responsibilities; other duties may be assigned consistently with the department needs.

QUALIFICATIONS

ACADEMIC

• Completion of secondary school education;
• Training in administration.

WORK EXPERIENCE

• Minimum 3-5 years of work experience in a similar position.

SKILLS/COMPETENCIES

• Must be proficient with Microsoft Office applications; proficiency in SAP a plus;
  
• Must have knowledge of travel, procurement or similar software systems;
• Demonstrated ability to work in a team and a multi-cultural environment, and establish harmonious and effective working relationships;
• Good knowledge of institutional or organization policies, systems and procedures;
• Excellent organizational and communication skills, written and oral;
• Exercise tact and discretion;
• Ability to prioritize and work under pressure;
• Ability to work with minimum supervision;
• Must be flexible with work hours.

LANGUAGES

• Written and spoken Fluency in English; 
• Other languages desirable, particularly French.

CONTACTS

• Gavi Secretariat;
• External Gavi partners and stakeholders.

If you wish to apply, please provide a cover letter and resumethrough our Careers webpage and apply by clicking on “Senior Administrative Assistant, DC Office Services”. Deadline for applications is 19 May 2024.

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Gavi brings together the public and private sectors to save lives and protect people’s health by increasing equitable and sustainable use of vaccines against 18 infectious diseases. You will be joining an organisation at the centre of the international COVID-19 response, at the most critical time in global health in a lifetime. You will work in a culturally diverse environment with over 70 nationalities. You will collaborate with partners such as WHO, UNICEF, the Bill & Melinda Gates Foundation, the World Bank – and from business, civil society and government.