Coordinator, Delivery Office - GL B - Defined Duration until December 2029

Key Responsibilities

Reporting to the Lead, Delivery Office, the Coordinator will be responsible for one or more of the following areas, while assisting other Coordinators in the Delivery Office with their responsibilities in periods of workload peaks or absences. Responsibilities may shift or evolve in focus according to business priorities; hence each Coordinator is expected to provide effective and timely support in any of the following:

Delivery Office and Coordination across the Division: 

• Act as Thematic Focal Point for one cross-cutting divisional theme, such as communication & staff engagement, budgeting & forecasting, partnerships, or resource management, coordinating this theme on behalf of the whole division. Thematic assignments may evolve depending on the needs of the division.  
• Act as Department Focal Point for an assigned department within the Division, serving as the single entry point for department’s requests, acting as an operational partner to the Head of Department (HOD) and Team Leads, and tailoring coordination support to the department’s specific needs.
• The Department Focal Point and Thematic Lead roles are performed in addition to, and not in place of, the Coordinator’s shared pool responsibilities and any assigned Investment & Governance Support duties described below. All coordinators remain expected to contribute across the full range of responsibilities in these TORs.
• Implement the logistics and administrative functions related to existing and emerging activities for the division, including events such as TRP review windows, GAC meetings, Division/Department meetings, SIED participation in MEC or partners meetings, etc. 
• Schedule time and manage calendars on behalf of the Head of SIED and Heads of Department, effectively prioritizing and resolving related conflicts and competing demands.  Upon request, manage Head of SIED’s e-mails and Inbox alerts. 
• Act as divisional focal point(s) for human resources across hiring mechanisms, providing administrative on and off-boarding support, managing the external training and recognition budgets, and supporting any cross-organizational projects.  
• Organize and coordinate all travel and related requirements for the Head of SIED, Heads of Department and Team Leads (as requested), including: meeting planning and logistics, travel authorizations, flight tickets, hotel bookings, visas, airport transfers, petty cash claims and reimbursements. 
• Coordinate existing and emerging SIED meetings, events, etc. This includes, but is not limited to, selecting venues and/or booking rooms; organizing virtual and/or in-person access to venues and documents; proactively supporting follow-up, including administering surveys and analyzing results for consistent process improvement. 
• Act as a divisional point of contact for all MEC-related issues, including scheduling and documents. 
• Facilitate collaboration and coordination with and among SIED departments as well as with others in diverse work groups/teams/task forces, across the Secretariat as required. Includes supporting coordination of departmental deliverables and deadlines.  
• Act as a pool of administrative and coordination support for SIED with a team-oriented approach. This includes providing additive support to departments and teams as needed; to workstreams with annual and/or quarterly spikes in workload; to cross-divisional initiatives; and to teammates with anticipated or unanticipated absences. 
• Work with the highest level of discretion in providing wide-ranging executive assistance support, setting and managing priorities and the workflow, as well as administrative coordination within the Delivery Office.  Routinely involved in relaying/processing/handling information of the most sensitive, diverse and confidential nature. 

Investment & Governance Support: This may include but is not limited to Technical Review Panel (TRP), Grants Approval Committee (GAC), Situation Rooms and/or Technical Working Groups, Community Connector and Catalytic Investments 

• Communication support:  
  • Implement effective, concise, and timely communication with internal and external partners, as applicable to the relevant panel, committee, governance body, etc. 
  • Support the development of reports, leveraging AI tools to ensure concise documentation  
  • Manage discussion boards as relevant  
• Engagement coordination & meeting support  
  • Schedule relevant bilateral and multilateral meetings as required and provide logistical support as needed (agendas, meeting rooms, etc.) 
  • Support meeting implementation (virtual and in person).  This includes but is not limited to drafting agendas, identifying venues and travel support (visa, per diem, etc.)   
  • Managing relevant Conflict of Interest (COI) considerations  
• Knowledge management support 
  • Maintain membership database(s) inclusive of tracking technical expertise and memberships, conflict of interest, etc. 
  • Maintain internal and external SharePoint and Teams sites as applicable 
  • Administer surveys, in partnership with team members, for consistent learning and process improvements 
• Financial and procurement management support 
  • Coordinate and process requisitions, purchase orders and contracts, support invoice approval, process payments, and identify balances for reinvestment, coordinating internally and externally with suppliers as needed 
  • Maintain and support centralized financial tracking and analysis of Department budgets including OPEX and relevant funding stream (e.g. CIs, TRP, etc.) 
  • Coordinate budgeting exercises (quarterly and annual) for Departments. 
  • Act as the focal point across departments for financial submissions and reporting.
• Process Compliance and Oversight 
• Ensure that all financial and administrative processes follow institutional regulations. Providing consistent oversight and guidance applicable across multiple units. 

Subject to change by the Executive Director at any time at their sole discretion.

Qualifications

Essential:

• Post-secondary certification/diploma or other relevant certification

Desirable:

• University degree in Business Administration, Communications, Health or a related field
• Intermediate to advanced certification in PC/computer skills
• Professional secretarial training from a recognized institution

Experience

Essential:

• Experience in office coordination and administrative management in an international/public/private institution
• Outstanding demonstrated skills in organizing, prioritizing, scheduling, planning and coordinating work and other activities internally and externally.
• Experience in travel arrangements, meeting and event organization
• Track record of excellent written and verbal communication. Proven ability to prepare concise correspondence on a range of topics and ensure quality of documents.
• Track record of being a reliable, highly proactive and adaptable team member with a focus on accuracy, quality, and professionalism
• Proven ability to deliver results under tight timeframes and pressure
• Experience solving problems with a customer-focused approach
• Proven adaptability and flexibility in working in a complex and dynamic environment
• Experience working with a high degree of judgment and tact in handling the most sensitive, diverse and confidential materials.
• Experience working on documents organization and information retrieval systems
• Demonstrated proficiency in MS Word, PowerPoint, Excel, Outlook and Teams, inclusive of running basic analyses in Excel and overview presentations in PowerPoint

Desirable:

• Over 2 years of relevant secretarial/administrative work experience in a similarly fast-paced, multicultural and top performing environment
• Previous experience in supporting a senior executive in the public/private sector for a multinational organization will be an added advantage;
• Knowledge of the Global Fund and its policies, processes, and governance structure.

Competencies

Languages:

An excellent knowledge of English and preferably a good working knowledge of French. Knowledge of other languages would be an asset.

Functional Competencies:

• Business (Foundation)
• Due Diligence (Foundation)
• Multi-cultural understanding (Foundation)
• Project management (Foundation)
• Operational Policy (Foundation)

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