Switzerland Senior Administrative Assistant, Legal

GAVI JOB DESCRIPTION:

Post title: Senior Administrative Assistant, Legal Duty station: Geneva Purpose of the post: To support the GAVI legal team in the delivery of legal services including the management of legal documents and information, and providing paralegal and administrative support to the Legal team Team: Legal and Governance Reports to: Managing Director, Legal and Governance N° of posts supervised: (if applicable) N/A Career step level: 2

Key results expected: Effectively manage the Legal team’s documentation and other information, act as a focal point for GAVI Alliance and affiliated entities’ insurances and registration requirements in Switzerland and other relevant jurisdictions, assist in maintaining relationships with the authorities in Switzerland, and contribute to the overall efficient running of the team, including administrative support. Main duties/ Responsibilities: • Manage the Legal team’s electronic databases and information pages. In particular, the Legal team contracts database which includes all legal agreements the GAVI Alliance and its affiliated entities enter into.
• Provide administrative support, including preparing agreements vendor forms and other forms, raising requisitions, managing payment of invoices, organizing team members’ travel and preparing their expense reports. • Coordinate and set-up internal and external meetings and prepare presentations and other documentation.
• Manage the operational aspects of the insurance portfolio of the GAVI Alliance and affiliated entities. • Support the management of the trademark portfolio of the GAVI Alliance and its affiliated entities. • Responsible for the GAVI Alliance’s compliance with requirements of the Registre de Commerce in Geneva and the Swiss Supervisory Authority of Foundations. • Assist in maintaining the relationship with the Permanent Mission of Switzerland to the United Nations Office and to the other international organisations in Geneva. • Prepare correspondence and reports and draft short communiqués, including those that have legal implications. • Perform legal research, drafting and editing of legal memoranda, correspondence and transactional documents. • In consultation with the Governance team, prepare and manage spending against the Legal team’s budget. • Identify possible improvements in the Legal team’s administrative systems and procedures rigorously assessing current systems for effectiveness.

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

Qualifications: Academic: • Undergraduate degree in a relevant field or at least 5 years of relevant work experience. • Legal coursework desirable.

Work experience: • Minimum of 3 years of relevant professional experience; including experience in dealing with legal issues and/or paralegal practice, preferably in an international and multicultural environment.

Skills/competencies: • Strong organisational and coordination skills; • Demonstrated ability to deliver high quality, accurate work within tight deadlines; • Demonstrated ability to work independently and within a team, establish harmonious and effective working relationships in a multi-cultural environment; • Conversant with technology: excellent Word, Excel, PowerPoint, Outlook and other Microsoft Office programme skills; • Good knowledge of processes and procedures applicable to foundations and companies in Switzerland; • Fast learner; • Ability to prioritise, to multitask and take initiative; • Attention to detail; • Good interpersonal and listening skills; • Remain calm under high pressure; • Excellent writing, editing and communication skills in English and French; • Good knowledge of institutional or organization policies, systems and procedures; • Tact, discretion and ability to maintain strict confidence.

Languages: • Written and spoken fluency in English and in French.

Internal contacts: • GAVI Secretariat. External contacts: • Authorities in Switzerland; • Service providers, including outside legal counsel.

If you wish to apply, please email your cover letter and resume to: recruiting@gavialliance.org by the closing date and reference to “Senior Administrative Assistant, Legal” in the subject line. Only short listed candidates will be contacted.