Job Description and Responsibilities

The Gavi LMC Administrative Coordinator supports the execution of the Dalberg contract with the Gavi Alliance to support the Leadership, Management and Coordination (LMC) program. S/He will report to the Dalberg Program team, and the Dalberg Senegal Operations team (matrix approach). S/He is responsible for the efficient running of the program’s contracts, logistics, operations, financial management, IT and administrative systems.

The Administrative Coordinator will perform the following tasks:

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