Senior Administrative Assistant, DC Office Services, Washington 238 views

Vacancy No: VN1109

Job Title: Senior Administrative Assistant, DC Office Services

Location: Washington DC

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

Team: Operations

Reporting to: Head, DC Office Services

Career Step Level: 2

Job Description: Key results expected:

• Seamless facilitation of Washington DC office travel and procurement administration;
• Train and enhance proficiency of Gavi business software users in the Washington DC office;
• Efficient day-to-day administrative support for the Washington DC office.

Main Duties/Responsibilities: TRAVEL ADMINISTRATION

• Serve as travel preparer and expense claim administrator for WDC office; create/maintain travel user accounts and profiles; allocate expenditures to user accounts; perform corporate credit card reconciliation;
• Prepare/submit travel authorizations and expense claims for staff, consultants and others as required in WDC office;
• Serve as WDC office travel focal point to respond to user inquiries, research travel activity, and troubleshoot MobileXpense software issues or problems;
• Ensure travel activities and goals are performed within approved Gavi policies and budget.

PROCUREMENT ADMINISTRATION

• Serve as WDC office procurement focal point:
  • Issue purchase orders; r eceive product receipts and submit payment requests for incoming invoices;
  • Liaise with Geneva procurement, finance and legal teams to obtain information or resources on behalf of the WDC office staff;
  • Provide feedback to stakeholders for improvement of software performance and efficiency of core processes;
  • Prepare/submit purchase requisitions for DCOS and other WDC office departments;
  • Back-up to Head, DCOS as first-line approver for DCOS purchase requisitions in SAP;
• Respond to payment information requests from external vendors and various departments within the Gavi organization; respond to user administrative questions and issues, research requisition activity and product receipts;
• Edit and review contracts for procurement activities related to external vendors, consultants and independent contractors;
• Ensure timely monthly payment of rent, taxes and expenses for the WDC office;
• Maintain/update monthly log of staff contributions for reconciliation of relevant WDC benefits invoices.

HUMAN RESOURCES

• Prepare candidate interview packets;
• Administer assigned tests to interview candidates as needed;
• 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.);

• Tags

  administrative assistant

  bank deposits

  human resources

  procurement

  reconciliation

• Provide software and policy training for new and existing WDC office staff (travel and procurement).

OFFICE SERVICES

• Manage and/or support special projects as needed;
• Receive incoming checks and prepare bank deposits;
• Maintain Outlook contacts database for WDC office staff; 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;
• Liaise with building management to respond to service and resource requests on behalf of staff as needed
• Provide support and back-up coverage for Administrative Assistant, DCOS.

Note: The essential functions listed in this section are not limited only to the tasks listed and may include other duties as assigned.

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

• Fluency in written and spoken English; knowledge of a second language is an asset.

Academic Qualifications

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

Contacts: Internal contacts :

• The Gavi Secretariat.

External contacts:

• Gavi partners and stakeholders.

Additional Information: If you wish to apply, please provide a cover letter and resume through our Careers webpage and apply by clicking on ‘Senior Administrative Assistant, DC Office Services .’