GFA Technical Assistance (TA) Administrative Assistant (Re-advertised)

The UK FCDO has partnered with the Government of Ethiopia to boost Global Fund impact and implement the Lusaka Agenda (LA), focusing on strengthening governance and system performance to improve programme effectiveness and sustainability. Through the Global Fund Accelerator (GFA), FCDO aims to enhance investments, supporting the LA from the ‘Future of Global Health Initiatives’ dialogue. This agenda is a priority for the African Union and Ethiopia, aiming to improve coherence, alignment, and country ownership to enable more effective, efficient, and aligned investments.

The GFA is funded by a portion of the UK’s £1 billion Global Fund investment. GFA Advisers operate in priority countries, such as Ethiopia, to support implementation. In Ethiopia, small funds support CHAI’s technical assistance (TA) to enhance the Global Fund’s impact and advance the Lusaka Agenda.

The GFA TA Programme supports Ethiopia’s efforts to strengthen governance, coordination, and system performance related to Global Fund grants. A key focus of the programme is enhancing the effectiveness of the Country Coordinating Mechanism–Ethiopia (CCM-E), particularly through strengthened engagement with Development Partners (DPs) and improved coordination across technical assistance workstreams.

As the scope and intensity of GFA-supported activities expand, there is an increasing need for a dedicated administrative and documentation support function. Effective organisation of meetings, timely preparation of briefs and records, and structured communication flows are essential to ensure that the GFA TA programme and its TA, including CCM-E Development Partner engagements, are productive, well-coordinated, and aligned with programme priorities.

Objectives

The overall objective of this assignment is to strengthen the administrative, coordination, and documentation systems of the GFA TA programme to support efficient administrative processes, including timely and accurate financial and performance reporting, effective engagement of CCM-E DPs and other key stakeholders, streamline Communication and logistic arrangements, including meetings, travels, etc., and systematic documentation of best practices emerging from GFA-supported workstreams in broader knowledge management and dissemination.

This role will contribute to improved programme coordination, strengthened governance processes, enhanced institutional learning, and more responsive decision-making across GFA-supported TA activities.Therefore, CHAI is seeking an Administrative Assistant for the GFA TA Programme.

Scope of Work and Responsibilities

Under the overall guidance of the GFA TA Programme manager (PM) and GFA Adviser, the Administrative Assistant will provide administrative, coordination, and documentation support across the GFA TA programme.

Key responsibilities will include the following:

Administrative and Programme Support

• Provide day-to-day administrative support to the GFA TA programme, including scheduling, correspondence, and task tracking.
• Support administrative processes related to TA delivery, including preparation of routine administrative documents and coordination with CHAI as required.
• Maintain organised electronic and physical filing systems to ensure accessibility and version control of key programme documents.

Reporting and Documentation Support

• Support the preparation, consolidation, and formatting of routine financial and performance reports, in coordination with the GFA Adviser and GFA TA PM.
• Track reporting timelines and support the timely submission of required reports.
• Maintain records of deliverables, milestones, and reporting outputs across GFA-supported activities.

Meeting Coordination and Governance Support

• Support the organisation of high-level meetings with the Government, CCM-E Development Partner meetings, briefings, and consultations.
• Prepare meeting logistics, including agendas, invitations, background materials, and participants’ mailing lists.
• Take accurate meeting minutes and ensure timely circulation of meeting notes, decisions, and action points.
• Maintain action trackers and follow up on agreed next steps to support effective governance processes.

Communication and Stakeholder Coordination

• Support adequate communication flows between the GFA Adviser, CCM-E Secretariat, Development Partners, CHAI, and other stakeholders.
• Assist in coordinating inputs and follow-up actions across multiple TA workstreams.
• Support preparation of briefing notes, summaries, and correspondence for internal and external engagements.

Documentation of Best Practices and Institutional Learning

• Support systematic documentation of best practices, lessons learned, and emerging approaches from GFA-supported technical assistance.
• Organise and maintain a repository of good practices and reference materials to support institutional memory and cross-learning among GFA countries.
• Assist in synthesising administrative and programme-level information into concise learning notes or summaries, as required.

Expected Outputs

• Well-organised systems support daily GFA TA by maintaining accessible, clear filing systems and preparing schedules, calendars, and trackers.
• Provided well-formatted inputs for routine reports and maintained records of deliverables, milestones, and timelines for GFA activities with organised documentation to support audits.
• Well-prepared CCM-E DP meetings with agendas, background materials, participant coordination, and logistics; circulated high-quality meeting minutes, decisions, and action points promptly, and maintained follow-up trackers to support implementing actions and governance decisions.
• Clear, timely communication includes preparing or reviewing briefing notes, summaries, and correspondence for key engagements.
• Systematically documents best practices, lessons learned, and emerging approaches from GFA-supported workstreams; Creates a structured repository of good practices and reference materials for institutional memory; and shares periodic short learning notes or summaries of best practices and insights, as requested.

Qualifications and Experience

• Bachelor’s degree in public administration, management, communication, or related field.
• 5 years of relevant administrative or programme support experience.
• Experience supporting high-level meetings and documentation.
• Strong organisational and communication skills.
• Proficiency in both written and spoken English and Amharic is required.
• Familiarity with Global Fund or donor-funded programmes is an asset.
• Computer skills including MS Word, Excel, Teams, Outlook, and settings of virtual communication tools.

Placement and Duration

• Duty Station: Addis Ababa (with flexibility for virtual support as needed).
• Placement: at the CHAI Ethiopia country office, with close coordination with the GFA Adviser at the British Embassy.

Reporting

The Administrative Assistant will report to the GFA Technical Assistance Programme Manager and work closely with the GFA Adviser.