Team Coordinator, Ethics Office

Vor 6 Tagen

Geneve, Schweiz The Global Fund Vollzeit

The Team Coordinator, Ethics Office (EO), reports to and provides executive level support to the Chief Ethics Officer, and provides administrative, finance and logístical support to all members of the EO team, to promote efficient delivery of the team’s 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 Chief’s 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 Chief’s time.
- Keep the Chief’s 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 Department’s activities:

- Organize full department meeting and the leadership team’s 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 team’s 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, logístical 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 consultants’ 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 EO’s 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 joi

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