146-2021-GAVI-RFQ-CONSULTANCY OPPORTUNITY ADMINISTRATIVE ASSISTANT, PROCUREMENT

1. Background and Introduction **

Gavi Alliance’s (“**Gavi**”) mission is to save children’s lives and protect people’s health by increasing access to immunisation in poor countries.

Gavi is a unique organisation that aligns public and private resources in a global effort to create greater access to the benefits of immunisation. It does this with precision and in creative, innovative ways to ensure that donor contributions efficiently save lives and help build self-sufficiency in the world’s poorest communities and regions.

For more information, please visit the Gavi website: http://www.gavi.org/about/mission

2. Background of the team and purpose of the role

The Gavi Procurement Team is dedicated to supporting effective purchasing activities across Gavi. In managing the funds provided by our donors, Gavi is expected to comply with accepted procurement principles and best practices. Gavi works with a wide range of suppliers and partners to deliver services and technical support to countries, effective procurement and contract management ensures that best value is obtained and that our suppliers and partners contribute to the greatest extent to the goals and objectives of Gavi.

As part of broader efforts to secure equitable access to COVID-19 vaccines, Gavi has launched the COVID-19 Vaccines Global Access (COVAX) Facility. All countries are invited to participate in this Facility, which will pool demand and resources and secure supply of COVID-19 vaccines through entering advance purchase commitments with manufacturers.

As part of ongoing efforts to strengthen procurement capacities and provide support to the core Gavi activities as well as COVAX Facility, Gavi wishes to engage a consultant for the position of Procurement Administrative Assistant for a period of nine (9) months.

Main Duties & Responsibilities:

Responsible Administrative Assistant, Procurement. provides support to the Procurement Team for various assigned tasks and responsibilities to ensure effective and efficient operations.

Specific duties include:

· Liaising with Procurement Team and internal stakeholders to ensure effective and efficient support to internal stakeholders and the Procurement Team:

· Liaising with internal stakeholders across the business to provide support for various procurement functions.

· Supporting the procure-to-pay cycle; review and processing of purchase requisitions (PRs), creation of purchase orders (POs), issuing POs, assistance with payment queries, etc.

· RFP, RFQ, RFX publishing, receiving email responses and organization, preparation of documents and files for evaluation, sending successful and unsuccessful notifications.

· Supporting signing/execution of contracts; issue to vendor for signing; receipt, naming and storage of fully executed contracts, etc.

· Supporting engagement of individuals (e.g., Independent Contractors, Temporary staff via Agency, Payroll Companies, etc.). Coordinating interviews when required, on-going verification of Consultants’ recruitment files to ensure compliance with internal requirements.

· Creation and management of Consultants’ recruitment information; monitoring of work in progress; ensure timely onboarding; create a database of potential candidates for ad-hoc recruitment needs.

· Ensure accurate records and record-keeping; ensure document and knowledge management as required; storage of documentation according to Gavi’s policies; maintenance and organization of filing systems, etc.

· Follow-up on data collection and reporting requirements, deadlines, commitments, and actions; publishing and sharing reports and information with the business.

· Maintenance and self-auditing of internal controls, input to policies, processes, and procedures; ensure conformity with Gavi rules and regulations; support the team during audits as required; run internal customer satisfaction and perception surveys.

*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.

3. Location: Gavi Alliance HQ, Geneva, Switzerland or remote (subject to discussion)**

4. Qualifications and work experience required:

Academic

· Secondary education with specialized administrative office management training.

· University degree or equivalent in Economics, Social Sciences, International Relations, or another relevant field is an advantage.

*Work Experience

· 3 to 5 years of progressively responsible administrative or programme experience is required.

· Procurement related experience is considered a strong asset

· Relevant professional experience in international, governmental, or non-governmental organisation, and /or in private sector

· Good knowledge of institutional or organisation policies, systems, and procedures.

· Experience with SAP is an advantage

Skills/competencies

· Strong computer skills (MS Word, MS Excel, MS PowerPoint)

· Financial literacy and analytical skills would be an advantage, including knowledge of SAP.

· Ability to work in a team; and to work in complex and fast-paced organization

· Ability to work in a multi-cultural environment, with strong awareness and understanding of cultural sensitivities

· Ability to work under pressure and with tight deadlines with uncertainty and ambiguity and at times with minimum supervision.

· Strong written and oral communication skills

· Strong interpersonal and persuasion skills and ability to work collaboratively

· Good project management skills

· Strong detail-orientation

· Ability to multi-task, prioritise and follow-up

· Logical thought processes

· Solutions-based approach to problem solving

· Ability to always demonstrate tact and discretion.

Note: short-listed candidates may be asked to complete a timed test to demonstrate their data management, analysis, and communication skills.

Languages:**

· Written and spoken fluency in English

· Fluency in French or other language is considered an asset

5. Duration of Assignment: ASAP for 9 months

6. Selection Process and expected timelines

· Interested parties should respond by completing Annex One and returning their application before midnight on the Closing Date.

· Gavi will shortlist and invite for written tests and/or interviews (1-2 weeks).

· Contract negotiation and signature (1-2 weeks).

We are committed to fostering a just, equitable and diverse culture free from racism and discrimination in which all staff, partners and stakeholders feel empowered, safe and heard.