Replenishment Logistics and Pledges and Contributions Analyst - GL B - Defined Duration until December 2025

The Donor Relations Department has primary responsibility for the strategic development and implementation of the Global Fund’s resource mobilization strategy with government donors to support the mandate of the organization.

The Replenishment is the key resource mobilization mechanism for the Global Fund. On a three-year cycle, it brings together all major public
and private donors through an intensive campaign of collaboration with advocacy partners culminating in at least two international conferences, the first of which launches the campaign and the second is when donor pledges are announced.

The Replenishment Logistics and Pledges and Contribution Analyst will support in preparing and managing logistics related to the 8th replenishment milestones and will also provide analytical and administrative support to the process of translating donor pledges into actual contributions.

Key Responsibilities

Under the supervision of the Specialist, Replenishment, provide strong overall administrative and logistical support to participants in the lead-up to and on-site during the two major milestones and other in-person, hybrid or virtual events related to the Eighth Replenishment, specifically:

• Schedule and organize internal planning meetings and working groups related to the 7th Replenishment events and milestones.
  • the Senior Management-level Replenishment Strategy Working Group;
  • working-level coordination Working Groups, including on logistics; and
  • as needed, external meetings for Global Fund Senior Management in collaboration with the respective executive assistants;
• Develop, maintain and track the overall replenishment logistics workplan for the Replenishment milestones;
• Develop, maintain and consolidate participants’ contact, invitations, registrations and other similar lists and tracking sheets
• Draft ministerial level invitation/thank you letters and other correspondence as well as logistics sheets (for Delegates, Observers and Staff), registration and related information for the Replenishment and other related special events;
• Set up and monitor GF Replenishment email, ensuring timely escalation and/or response to participant requests and queries; 
• Contribute to the development of user-friendly and streamlined replenishment event management tools, including event websites and online registration platforms;
• Coordinate all travel arrangements of speakers and funded participants, liaising with the travel agencies (CWT) and the hotels to track travel arrangements and rooming lists;
• Track and report on expenses, submit or reconcile expense reports related to event organization and funded participants on a regular basis; and
• In collaboration with the Events Team, support the planning and management of on-site logistics of the key replenishment milestones, as needed.

Under the guidance of the Specialist, Donor Relations and Pledges & Contributions (P&C), provide strong overall administrative and logistical support for the P&C process:

• Prepare documentation to support the P&C process, including donor contribution agreements, payment requests and payment receipts;
• Coordinate P&C-related meetings between DRD, Legal, Finance, other relevant internal teams as well as external stakeholders;
• Document and comprehensively record the negotiation process for major/complex donor agreements;
• Support internal procedures and coordination of document clearance processes;
• Manage online filing systems for P&C-related documentation;
• Participate in weekly pledge forecast meetings with Finance and support with follow-up actions including liaison with Finance and respective DRD Portfolio Managers on payment requests/receipts;
• Manage the tracking of Thank You Letters and similar correspondence with donors;
• Provide logistical support for other relevant events linked to P&C, including agreement signing ceremonies and donor audits; and
• Support streamlined and centrally coordinated reporting related to the P&C process:
  • Track and analyze trends in requirements and conditionalities under donor contribution agreements;
  • Liaise with respective DRD Portfolio Managers and other relevant internal teams to monitor the progress of conditionalities and reporting requirements stated in donor agreements to facilitate timely submission of reports and other requirements to donors; and
  • Support the P&C Specialist with preparations for regular P&C reporting to Senior Management and the Global Fund’s governance bodies, as needed.

In support of the DRD Management Team and the DRD Coordinator, provide the Donor Relations Department with other key logistics and project management support, including tracking implementation of key initiatives such as the People Action Plan as needed.

Subject to change by the Executive Director at any time at their sole discretion.

Qualifications

Essential:

• Bachelor’s degree in business administration, international development, international relations, political or social science, economics, or a related field

Desirable:

• Advanced university degree in business administration, international development, international relations, political or social science, economics or a related field
• Post-secondary certification/diploma or other relevant certification
• Professional secretarial training from a recognized institution

Experience

Essential:

• Experience in administration, international development and/or resource mobilization related areas
• Proven ability to work effectively in a team oriented, multi-cultural environment with the flexibility to positively adapt to a variety of individuals and situations
• Extremely well-developed interpersonal skills with the ability to interact with an extensive network of contacts at senior levels both internally and externally
• Experience in typing, spreadsheet, and database management skills;
• Excellent knowledge of MS Office including Word, Excel, database management and office management software
• Experience working on documents organization and information retrieval systems
• Strong experience in organizing, prioritizing, scheduling, planning and coordinating work and other activities within and outside the organization.
• Demonstrable ability to meet frequently changing business needs with competing activities and demands.
• Demonstrated ability to deliver results on time and under pressure

Desirable:

• Minimum of 3 years professional experience in administration, international development and/or resource mobilization related areas
• Previous professional experience working on large high level in-person conferences or hybrid events (300 participants or more)
• Previous professional experience with the Global Fund

Competencies

Languages:

An excellent knowledge of English and preferably a good working knowledge of French. Knowledge of other languages would be an asset.

Functional Competencies:

• Business – Foundation
• Communications – Mastery
• Due Diligence – Foundation
• Multicultural Understanding – Mastery
• Operational Policy – Foundation
• Project Management – Foundation

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Job Posting End Date

18 April 2024