Coordinator, Ethics Office [Switzerland]

 

This role, operating with the highest levels of confidentiality, discretion, and diplomacy, will provide wide-ranging projects coordination, budget management, reporting, scheduling, support to ethics cases and Integrity Due Diligence assignments, executive assistance and office management for the Ethics Officer and Ethics Office. As the Ethics Officer has a dual report both to the Executive Director and to the Board, the coordinator must demonstrate reliable judgement and ability to handle highly confidential and time-sensitive matters under pressure.

Key Responsibilities

Project Management

• Acting as Ethics projects and activities coordinator creating and updating Ethics workplanning tools;
• Following up milestones with project managers; ensure activities and projects deadlines are met;
• Assisting in the preparation of yearly budget planning of workforce and non-workforce Strategic Initiative (SI) and Operational Expense (OPEX) budget for the Ethics Office (including PSEAH budget) in relation to planned activities;
• Ensuring the activities adhere to frameworks, to Ethics Officer Objectives and to the Organization Priorities;
• Organizing, attending and participating in meetings and workshops;
• Preparing necessary documentation for meetings;
• Providing administrative support as needed.

Ethics Case Management and Due Diligence

• Acting as the focal point for Case Management System, liaising with the provider to implement system enhancements and bug fixes;
• Organizing, facilitating, bi-monthly and quarterly cases review meetings; distributing minutes to attendees and to Risk; Management Department;

• Documenting and following up of actions and decisions from meetings;
• Creating, monitoring and presenting the cases reports;
• Occasionally undertaking Ethics assignments including tracking and following up on compliance with declarations of interest for Governance Officials and staff members;
• Occasionally undertaking Integrity Due Diligence checks of selected audiences including new Board and Committee Members, recording them in the Ethics Case Management System and escalating cases to Ethics and IDD Specialists as appropriate.

Budget

• Budget Focal Point: Coordination of workforce and non workforce OPEX budget for Ethics Office and PSEAH, including for Strategic Initiatives, forecasting and reporting, and liaison with Finance and HR;
• Maintaining financial track of the Ethics Office (including PSEAH budget) according to the budget letter;
• Providing proactively regular updates to budget holder, advising on balances, spending requirements and deadlines, preparing reforecast exercises;
• Running the department quarterly budgeting exercise and coordinating the annual budgeting exercise;
• Preparing and monitoring of purchase requisitions and contracts in Global Fund financial systems.

HR coordination

• Assisting with the consultants’ recruitment process by contacting preferred agencies, collecting CVs, identifying candidates, performing reference checks;
• Scheduling interviews and gathering interviews notes;
• Writing selection memos by capturing interviewers notes and decisions;
• Working closely with Sourcing and agencies to create consultants’ contracts;
• Liaising with HR, IT and GHC Security to create accesses for new joiners;
• Welcoming new joiners on board and train them on TGF systems;
• Coordinating trainings and seminars for the Ethics Office.

Office Coordination

• Supporting the Ethics Officer in managing his own priorities and schedule, and the overall work of the Ethics Office;
• Acting as Secretary to Ethics Office meetings;
• Managing executive appointments, conference calls and video conferences with internal and external partners;
• Coordinating meetings and events with Office of the Executive Director, Legal and Governance Department, EGC leadership and others as appropriate;
• Consolidating and preparing Ethics Office presentations, reports for the Board and Committees;
• Coordinating and scheduling agendas;
• Managing Ethics Office travel arrangements – travel authorizations, flights, hotels, transfers, visas, expenses;
• Organizing and coordinating events: team retreats, external meetings, workshops and other working groups - handle all related logistics;
• Various other administrative tasks inherent to the role, as required.

Other
• Acting as Secretary to the Private Sector Engagement Committee - taking notes, capturing decisions, actions and ensuring follow-up; • Managing Ethics Office reporting, including P&A metrics, ORR updates, Agreed Management Action (AMA) updates in Team Central.

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

Qualifications
Essential:

• University degree or equivalent in relevant discipline.

Desirable:

• Advanced user certification in MS Word, Excel, PowerPoint, etc.

Experience
Essential:

• Experience in office coordination and managing a similar Senior Executive Office.
• Proven experience and ability to work confidentially with the highest levels of integrity, accountability, commitment, diplomacy, discretion, and empathy in all tasks.
• Proven ability to work with and on behalf of Executive staff and Governance Officials to enable them focus and prioritize their time.
• Proven service orientation, collaboration, interpersonal and organizational skills in dealing with senior leaders and dignitaries from diverse cultures.

• Proven ability to be solution-oriented, with a strong ability to plan, organize and coordinate services. • Proven ability to handle multiple tasks, recognize and act on priorities, and deliver high quality products at pace.

• Proven ability in building relationships, resolving conflicts, decision-making, and judgement.
• Proven experience and proficiency in Microsoft Office suite: Outlook, Word, Excel and PowerPoint, MS Project and Smartsheet.

Desirable:

• Experience of the Global Fund and its administrative processes.
• Experience of business ethics and compliance operations.
• Use of Oracle financial applications.

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

Organizational Competencies:

• Global Fund awareness and mind-set (level 1)
• Service orientation (level 1)
• Drive for results (level 1)
• Collaboration (level 1)
• Interaction (level 1)
• Adaptability (level1)

Functional Competencies:

• Analytical (Foundation level)
• Business (Foundation level)
• Communications (Foundation level)
• Multicultural Understanding (Foundation level)
• Project Management (Foundation level)

The Global Fund recruits top-tier talent for our open positions, in support of our mission to end AIDS, tuberculosis and malaria as epidemics.

Explore our vacancies and apply on the

Global Fund Careers

recruitment system.

More information on working at the Global Fund is available on the

Careers

section of our main website.

Job Posting End Date

30 May 2023

 

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