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Senior Administrative Assistant, DC Office Services

Gavi, The Vaccine Alliance
Washington D.C.
$60,000 - $68,000
Closing date
Jul 6, 2024

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Focus Areas
Human Services
Job Function
Administrative / Clerical
Position Type
Full Time
Degree Level
Willingness to Travel
up to 25%
Experience Level

Job Details

Key results expected:

  • Seamless facilitation of travel, finance, procurement, and human resources administration;
  • Train and enhance proficiency of Gavi business software users in the WDC office;
  • Efficient day-to-day administrative support for the WDC office.

Main duties/ Responsibilities:



  • Serve as travel preparer and expense claim administrator; create/maintain travel user accounts;
  • Prepare/submit travel authorizations and expense claims for Head, DCOS


  • Perform corporate credit card reconciliation;
  • Receive and process invoice payments;
  • Back-up to Head, DCOS as first-line approver for DCOS invoice payments in SAP;
  • Respond to payment information requests from external vendors;
  • Ensure timely monthly payment of rent, taxes and expenses for the WDC office.



  • Serve as procurement focal point: Prepare/submit purchase requisitions, track purchase orders; Liaise with Geneva procurement, finance and legal teams to obtain information or resources; Provide feedback to stakeholders for improvement of software performance and efficiency of core processes;

Respond to user administrative questions and issues, research purchase order activity;

  • Edit and review contracts for procurement activities related to external vendors, consultants and independent contractors;
  • Maintain/update monthly log of staff contributions for reconciliation of WDC benefits invoices.


  • Serve as recruitment focal point:
  • Post DC vacancies;
  • Screen applicants for initial review when requested;
  • Coordinate interview panels;
  • Prepare candidate interview packets;
  • Administer assigned tests to interview candidates as needed;
  • Serve as onboarding focal point:
  • 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, expense claims and procurement).
  • Create and maintain staff files; respond to staff queries;
  • Serve as main administrator for Recognition & Reward online platform; maintain vendor relationship; respond to staff queries; research recognition engagement and activity.


  • Manage and/or support special projects as needed;
  • 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;
  • 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.


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

Work experience:

  • Minimum 3-5 years of work experience in a similar position.


  • 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.


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

Internal contacts:

  • The Gavi Secretariat.

External contacts:

  • Gavi partners and stakeholders.

Gavi is committed to diversity within its workforce and encourages applications from all qualified candidates.

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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