Coordinator, Ethics Office - GL B - French Speaking - Temporary until June 2022This 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.
Act as Ethics projects coordinator creating project plans and dashboards
Follow-up of milestones with project managers; ensure project deadlines are met;
Maintain and monitor SI & OpEx budgets and expenditures;
Ensure projects adhere to frameworks, to Ethics Officer Objectives and to the Organization Priorities;
Document proofing in Arabic and French;
Organize, attend and participate in meetings and workshops;
Prepare necessary documentation for meetings
Provide administrative support as needed
Ethics Case Management and Due Diligence
Focal point for Case Management System, liaise with the provider to implement system enhancements and bug fixes;
Organize, facilitate, bi-monthly and quarterly cases review meetings; distribute minutes to attendees and to Risk Management Department;
Document and follow up of actions and decisions from meetings;
Create, monitor and present the cases reports;
Occasionally undertake Ethics assignments including tracking and following up on compliance with declarations of interest for Governance Officials and staff members;
Occasionally undertake 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 Focal Point : Coordination of budget, forecasting and reporting, and liaison with Finance and HR;
Maintain financial track of the department OPEX;
Provide proactively regular updates to budget holder, advise on balances, spending requirements and deadlines, prepares reforecast exercises;
Run the department quarterly budgeting exercise and coordinate the annual budgeting exercise
Support SI budget forecasting and reporting;
Preparation and monitoring of purchase requisitions and contracts in Global Fund financial systems;
Assist with the consultants’ recruitment process by contacting preferred agencies, collecting CVs, identifying candidates, performing reference checks;
Schedule interviews and gather interviews notes;
Write selection memos by capturing interviewers notes and decisions;
Work closely with Sourcing and agencies to create consultants’ contracts;
Liaise with HR, IT and GHC Security to create accesses for new joiners;
Welcome new joiners on board and train them on TGF systems;
Coordinate trainings and seminars for the Ethics Office;
Support the Ethics Officer in managing his own priorities and schedule, and the overall work of the Ethics Office;
Act as Secretary to Ethics Office meetings;
Management of executive appointments, conference calls and video conferences with internal and external partners;
Coordination of meetings and events with Office of the Executive Director, Legal and Governance Department, EGC leadership and others as appropriate;
Consolidation and preparation of Ethics Office presentations, reports for the Board and Committees;
Coordination and scheduling of agendas;
Managing Ethics Office travel arrangements travel authorizations, flights, hotels, transfers, visas, expenses;
Event organization and coordination : team retreats, external meetings, workshops and other working groups - handle all related logistics;
Various other administrative tasks inherent to the role, as required.
Act as Secretary to the Private Sector Engagement Committee - taking notes, capturing decisions, actions and ensuring follow-up;
Manage Ethics Office reporting, including P&A metrics, ORR updates, AMA updates in Team Central
Subject to change by the Executive Director at any time at their sole discretion.
University degree or equivalent in relevant discipline
Advanced user certification in MS Word, Excel, PowerPoint, etc.
A minimum of 5 years’ successful 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 excellent 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 strong ability to handle multiple tasks, recognize and act on priorities, and deliver high quality products at pace.
Proven ability to building strong relationships, resolving conflicts, decision-making and judgement
Proven experience and proficiency in Microsoft Office suite : Outlook, Word, Excel and PowerPoint, MS Project and Smartsheet
Experience of the Global Fund and its administrative processes
Experience of business ethics and compliance operations
Use of Oracle financial applications
An excellent knowledge of English and French. Knowledge of other languages would be an asset
Organizational Competencies :
Global Fund awareness and mind-set
Functional Competencies :
Analytical (Foundation level)
Business (Foundation level)
Communications (Foundation level)
Multicultural Understanding (Foundation level)
Project Management (Foundation level)
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16 June 2021