Gavi Leadership, Management and Coordination Administrative Coordinator

Contracts

Draft scopes of work, develop milestones and develop financial proposals to Gavi
Review exhibits from Gavi and ensure they reflect discussions before contract signing + manage process leading to contract signing
Manage requests for contract amendments and process to amendment signature
Track exhibit milestones
Draft contracts for LMC consultants and track execution – this includes assessing optimal contracting terms and compliance with country policies and procedures
Draft requests to Gavi for unusual expenses or requests on contracts
Provide inputs on period program reporting

Logistics

Ensure all steps are taken for LMC consultants to join their country posting on time and are put in the right conditions to perform adequately
Ensure that appropriate policies and procedures are in place with regards to security process
Manage procedures for LMC consultants to apply and receive work permits
Support LMC consultants to secure housing, and assess options for transportation
Engage regularly with LMC consultants for any feedback and take corrective action as necessary

Financial management

Review and approve travel advances
Review and approve expenses against budgets, Gavi procedures and milestones – this includes LMC consultant allowances as per contracts
Prepare payroll for LMC consultants
Prepare and submit invoices to Gavi
Follow up on project invoices
Manage project budgets and financial reporting
Prepare financial reports
Manage contract with insurance company, including LMC consultant applications, payments, renewals, etc.

Other

Prepare guidelines on Gavi procedures
Stay abreast of changes in Gavi and Dalberg policies, and ensure changes are adapted and communicated
Ensure that all activities are compliant with countries policies and regulation

Successful Applicants Profile
Minimum of a bachelor’s degree in Business, Economics, Management or related field
Experience working in program management – financial management is critical
Successful track record of managing operations, including contracts, budgets, logistics, etc.
Excellent judgment with the ability to skillfully manage sensitive and confidential situations
Good communication, interpersonal and presentation skills
Proven ability to manage multiple, complex processes concurrently
Self-motivation, a strong work ethic and enthusiasm for change
Interest in social impact and international development a plus
Experience in working with people from different cultures is desirable
The Gavi LMC Administrative Coordinator will be based in Dakar – Senegal and will be fully dedicated to this assignment for a minimum of 12 months (including a three-month probation period). The preferred start date is July 15th, 2018.

The compensation and other benefits will be decided according to the consultant’s skills, level of experience and academic qualifications.

Background of the Project

Gavi, the Vaccine Alliance, is a public-private partnership committed to saving children’s lives and protecting people’s health by increasing equitable use of vaccines in lower-income countries. The Alliance brings together developing country and donor governments, the World Health Organization, UNICEF, the World Bank, the vaccine industry, technical agencies, civil society, the Bill & Melinda Gates Foundation and other private sector partners. Since 2000, Gavi has contributed to the immunisation of nearly 640 million children and the prevention of more than 9 million future deaths.

The primary objective of this engagement is to place a Program Delivery Unit (PDU) in the EPI department to strengthen the performance management system of the EPI, to increase the coverage and equity of EPI programs in the short-term, and to increase the sustainability of EPI programs in the long-term. Gavi’s new five–year strategy seeks to achieve the immunization of 300 million children in developing countries with the objective of saving 5-6 million lives. As part of this strategy, Gavi has launched the Leadership, Management and Coordination (LMC) assistance program to strengthen its EPI program teams across various countries. LMC will embed teams of one to three members (Program Delivery Units (PDU)) to strengthen management processes and drive forward immunization activities.

In its problem-solving role, the PDU will support key EPI program priorities that lead to a specific set of targets, and develop solutions and action plans that outline how the targets would be achieved. In its implementation role, the PDU ensures performance is being reviewed against set targets, advises EPI/MoH on necessary adjustments for specific outcomes that are not on track to meet their targets, plays a coordinating role by being a “go-to-body” for immunization stakeholders with overlapping activities, and recommends technical expertise to fill gaps in ministries having implementation challenges.