Senior Administrative Assistant, DC Office Services, Washington 105 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.);
  • 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 .’

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