\\n The RBM Partnership to End Malaria

The past fifteen years have seen tremendous gains in reducing the burden of disease and progressing towards malaria elimination. Since 2000, global malaria deaths have been cut by more than half, saving 7 million lives, primarily among children less than five years of age. Expansions in financing, strong political commitments, novel diagnostic and preventative measures, and multi-sectoral coordination have facilitated this progress. Since 1998, RBM Partnership to End Malaria has been central to the global fight against malaria. It has been essential to mobilizing resources and scaling up innovative interventions, putting the world onto a path towards eliminating malaria. The Partnership comprises more than 500 partners committed to end malaria, including malaria endemic countries, their bilateral and multilateral development partners, the private sector, nongovernmental and community-based organizations, foundations, and research and academic institutions.

The RBM Partnership\\\'s Vision is of a world free from the burden of malaria. The RBM Partnership is based in Geneva and hosted by UNOPS.

The role supports the RBM Finance and Administration team, focusing on providing administrative support, analysis and research as they provide support to the RBM secretariat. The position holder should ensure an environment of professionalism and teamwork at all times, setting exemplary standards of conduct for the RBM Secretariat and external partners.

Under the overall guidance and daily supervision of the Finance and Administrati...

Under the overall guidance and daily supervision of the Finance and Administration Manager as primary supervisor and the Operations and Administration Specialist as secondary supervisor, the Administration Senior Assistant shall perform the following duties and responsibilities, but not limited to the following:

Administrative Support

Travel and transport support

Office Management and Operational Support

Knowledge Building and Knowledge Sharing

1. Administrative support

Researches and retrieves statistical data from internal and external sources; prepares statistical charts, tables and reports, extracting data from various sources.

Provides administrative support to organizing conferences, workshops, retreat in support of RBM operations

Records and issues minutes of meetings specific to Finance and Administration Team

Support all audit processes including pre- audits and compile information as needed.

2. Travel and transport support

Processes travel transactions (authorizations and claims) including in OneUNOPS system, requests for visas, identity cards and other documents for all personnel, UN officials, and visitors, ensuring compliance with UN rules and regulations.

Provides information on air services, rates and travel schedules for specific itineraries. Processes travel claims in OneUNOPS and purchase orders for travel activities, payments, and contracts.

Organizes shipments, customs clearance arrangements, preparation of documents for UNOPS shipments (received/sent), all necessary documentation, and implementation of follow-up actions

Prepares documentation for security clearances, processes hotel reservations, organizes airport pickups , hospitality, protocol, customs and immigration support for UNOPS personnel as necessary.

Accurate and timely information on processes and pending issues regarding travel

Supervises external contractor for transportation services, including client service and processing of invoices.

Support the coordination of other transportation elements of the CEO office as required while on a mission.

3. Office Management & Operational Support

Responsible for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.

Support the Operations and administration officer in maintaining office assets register.

Support the onboarding of new colleagues, including induction schedules , ensuring that all equipment is available.

Support the coordination /scheduling of meetings in the Global Health Campus.

Provides support as assets verifier during UNOPS biannual physical verification.

Prepaid card replenishment, reconciliation, and closure ( Management of the Operational Advance card)

Coordinate with UNOPS Finance colleagues in order to process reconciliation through the use of duly signed expenditure ledger, together with all invoices;

Make sure that the expenditures are allocated to the right projects at the point of reconciliation and that procurement procedures are followed efficiently;

Replenishments based on balance and forthcoming purchases

Provide any other administrative support (ad hoc) as required by the Finance and Administrative Manager.

4. Knowledge building and Knowledge sharing

Maintains administrative documentation (hardcopy and online) including records and files, ensuring safekeeping of confidential materials; for easy reference and retrieval, document management, including file closures, archiving.

Provides sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in Administration.

Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

Maintains office documentation including records and files, ensuring safekeeping of confidential materials.

Impact of Results

The effective and successful achievement of results by the Administration Assistant directly affects the overall efficiency of the team\\xe2\\x80\\x99s administrative services, impacting the office\\xe2\\x80\\x99s capacity to efficiently and effectively service the operational needs of the office/programme. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management.

Treats all individuals with respect; responds sensitively to differences and enc...

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education High School (Secondary or equivalent) diploma is required. ...

Education

High School (Secondary or equivalent) diploma is required.

A First Level University Degree (Bachelor or equivalent), preferably in business administration, business management, hospitality management, or tourism and leisure management, is an advantage but not a requirement and may compensate for some of the years of relevant experience.

Experience

A minimum of 5 years of relevant experience in travel administration, operations, general administration, business administration, project management support, finance or a related field is required

Experience in report writing is highly desired;

Computer literacy is required.

Some experience in UN system organizations is desirable.

Experience in use of Enterprise systems including OneUNOPS is desirable.

Language

Fluency in English (writing, reading and speaking) is required.

Working knowledge of French (writing, reading and speaking) is desirable.

Contract type: Individual Contractor Agreement (ICA) Contract level: Local ICA, ...

Contract type: Individual Contractor Agreement (ICA)
Contract level: Local ICA, level 5 (ICS-5)
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

For more details about the ICA contractual modality, please follow this link:

This position is based in Switzerland and the contract fee is not exempt from Swiss laws, including but not limited to laws regarding taxation, social security, accident and health insurance. The incumbent will be required to pay taxes, social security and any other legal requirements under Swiss laws.

Please note that UNOPS does not accept unsolicited resumes. Applic...

Please note that UNOPS does not accept unsolicited resumes.

Applications received after the closing date will not be considered.

Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.

Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Geneva, Switzerland is a family duty station.

Terms and Conditions

For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.

For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract .

All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.\\n \\n \\n \\n \\n \\n

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