Admin & Events Coordinator - PDM

CEPIis an innovative partnership between public, private, philanthropicand civilorganisations.

Its mission is to accelerate the development of vaccines and other biologic countermeasures against epidemic and pandemic threats so they can be accessible to all people in need.

Central to CEPI’s pandemic-beating plan is the‘100 Days Mission’ – its goal to develop safe, effective and accessible vaccines against new threats in just 100 days.

CEPI’s work has delivered world firsts for vaccines against many of its priority pathogens including the first licensed Chikungunya vaccine, the first ever Lassa fever, Nipah and MERS vaccines to reach Phase II trials and the first Rift Valley fever vaccine candidate to be studied in Phase II in an endemic region.

CEPI has also supported programmes to generate much-needed data to expand access to Ebola and Mpox vaccines.

CEPI was among the first funders of COVID-19 vaccines, ultimately building one of the world’s largest portfolios, seven of which were licensed.

The Coalition also conceptualised and co-founded COVAX, which delivered nearly two billion doses of COVID-19 vaccines to 146 countries , saving an estimated 2.7 million lives in lower-income regions.

Earlier this year, CEPI launched its CEPI 3.0 Strategy (covering 2027-2031) which will systematically reduce the likelihood and impact of epidemics and pandemics by driving the 100 Days Mission towards an operational reality.

CEPI is a not-for-profit association under Norwegian Law and has offices in Oslo (HQ), London, and Washington DC.

In CEPI we strive for diverse thinking, and we want a diverse pool of candidates for all our vacancies.

We work for an inclusive working environment where each employee can contribute and grow.

Learn more at www. cepi. net.

About the role

The PDM Admin and Events Coordinator shall enable the PDM division to work effectively with internal and external stakeholders to fulfil the CEPI mission.

Reporting to the Head of Executive Directors Office (EDO), this role will provide administrative, coordination and events support across the Division.

This is a full time fixed term position for 12 months.

Interviews will take place in August and preference will be given to candidates who are immediately available and able to start in September.

Responsibilities

• Provide administrative support to the EDO department and PDM Leadership Team.

This will include, but is not limited to, drafting emails, invitations and meeting summaries, plus organising hybrid meetings, travel arrangements and in-person meetings.

• Manage and coordinate the diary and meeting scheduling for the PDM Leadership Team including one to ones, team meetings and larger meetings, registering for conferences etc.
• Make and coordinate all travel arrangements, visas and accommodation booking – provide travel packs, itineraries, schedules and compiling expenses and reimbursements as appropriate
• Maintaining holiday and events trackers, prepare necessary presentation materials and minutes for meetings, and support document management and archiving.
• Co-management of preparation and coordination for internal PDM division meetings, retreats and project-related events, and provide support to CEPI’s central events team (all staff retreats coordination, technical workshops etc.)
• Support for external PDM-hosted events, including roundtables, speaking engagements, and technical workshops.
• Support Head of EDO in tracking budgets, operational targets and managing purchase orders
• Record meeting actions and clearly communicate progress on ongoing, completed and upcoming activities with relevant stakeholders.
• Provide holiday cover and additional support to other ED Office team members.
• Perform any other duties as assigned by the PDM Head of EDO or PDM Leadership Team.

Education, Experience and Competence

• Minimum 3 years’ experience with administrative, executive assistance, event planning and/or project management work.
• Bachelor’s degree or equivalent professional experience in administration, coordination, events, project support or a related field.
• Experience supporting senior leaders or executive office functions, with confidence managing priorities, stakeholders and confidential information.
• Structured and organized, while handling a high volume of work.
• Excellent verbal and written communication skills in English.
• Able to manage competing priorities and manage time effectively.
• Awareness of cultural, equality, diversity and inclusion aspects involved in international collaborations.
• Strong cooperative skills with the ability to work effectively as part of a team.
• Well-developed organisational, interpersonal and communication skills, highly trustworthy and capable of handling sensitive or confidential information.
• Proficiency with latest versions of Microsoft Office software, MS Teams, Zoom, Share Point and Salesforce.
• Travel and Location Requirements
• This role will be based in CEPI’s office in London (UK), but applicants wishing to work in CEPI offices in Oslo (NO) or Washington D. C. (US) will be considered.
• CEPI operates using a flexible, hybrid working model, but preference will be given to candidates who will regularly work from our offices during core hours.
• It will require some working across the US and Europe timezones and may require some travel to other countries as initiatives progress.
• CEPI will not be able to sponsor relocation or VISA assistance for this fixed term position.
• What we can offer you
• The opportunity to work together with leading experts on solutions for global challenges
• Experience from the international effort on developing vaccines against emerging infectious diseases and accelerating vaccine development response to outbreaks
• A diverse and inclusive working environment

Background verification will be conducted to verify information provided in the CV and available documentation.

CEPI will process the personal data youprovide for the purpose of managing yourapplication and the recruitment process(including background verification where applicable)in line with our Privacy Notice .

For recruitment queries, contactjobs@cepi. net .

For privacy queries or to exercise your rights(access, rectification, deletion, objection, restriction, portability), contactprivacy@cepi. net .

We will retain applicant data onlyas long as needed for recruitment and afterwards for alimited period to meet legal, audit, and dispute-handling requirements.

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