Assistant to the Chief Executive Officer

THIS IS A LOCAL POSITION FOR WHICH ONLY SWISS NATIONALS AND THOSE WITH THE RIGHT TO LIVE AND WORK IN SWITZERLAND ARE ELIGIBLE FOR CONSIDERATION.


Roll Back Malaria Partnership

Roll Back Malaria Partnership is hosted by UNOPS in Geneva, Switzerland.

The RBM Partnership is a global health initiative created to implement coordinated action against malaria. It mobilizes for action, and resources and forges consensus among partners. The Partnership is composed of a multitude of partners, 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 partners join the RBM Partnership on a voluntary basis through their commitment a malaria free world.

The Assistant to CEO is a core part of the newly established RBM Secretariat for which personnel are currently being recruited.

The Assistant to CEO will serve as the principal assistant to the CEO (D2), responsible for day-to-day secretarial/administrative/coordination operations of the CEO’s Office. The role does not have a leadership, analyst or advisor function but rather operational tasks are expected for mainly internal purposes as follows:

•  Manages CEO’s diary including establishing/arranging appointments, maintaining CEO’s calendar, receiving and directing visitors, placing and screening calls and answering queries.
• Creates and maintains contacts with donors, embassies, UN agencies, international institutions, government offices, and other partners and stakeholders, etc.;
• Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships, especially with donors and key persons;
• Prepares and updates proposed calendar of conferences, meetings, seminars and workshops of the CEO
• Arranges and coordinates travel arrangements for the CEO including travel itinerary, booking, logistical requirements, visa, all protocol and other administrative matters;
• Maintains regular contacts with CEO while on missions;
• Drafts routine correspondences like: letters, memos, notes verbale, etc., for CEO signature.
• Reviews outgoing correspondence including those prepared by technical units for accuracy of information, format, related instructions and in conformity with the established procedures and discussing shortcomings with concerned personnel.
• Coordinates technical units’ inputs for briefings, reports, etc., follow up actions.
• Provides background materials and information and proposes solutions to queries from within and outside the Secretariat;
• Screens all incoming correspondence, documents and reports; identifies and highlights important issues for urgent action/decisions, submits to CEO with full background information obtained from technical units.
• Handles and maintains policy, confidential and general management electronic and paper files.  Maintains chronological files on all outgoing and incoming correspondences;
• Establishes and maintains a document/work assignment tracking system including receiving, screening, logging and routing as well as maintaining a system for follow-up and retrieval:
• Facilitates timely flow of documents/communication/messages to and from the CEO;
• Assists CEO in the management of all resources and their timely and optimal utilization as per the approved work plans.
• Provide regular assistance to CEO by maintaining statistical data/reports on approved budget, encumbrances, expenditures, etc.
• Follows up implementation of assignments from the CEO to staff.
• Contributes to organization of Board meetings, including logistics and preparation of materials in coordination with the management team.
• Complies with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of electronic/paper materials before meetings.
• Assists board members with travel arrangements.
• Supports preparation and servicing of conferences/workshops/meetings.
• Participates in the organization and preparation of staff meetings; and drafts minutes when required.
• Completes critical aspects of deliverables with a hands-on approach, that facilitate the CEO's ability to effectively lead the organization;
• Assists staff of the Office of the CEO when requested.
• Performs other related tasks for CEO and CEO’s office as required.

• Professionalism: Conceptual analytical and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and recommendations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

• Planning and Organising : Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

• Communication: Strong interpersonal and communication skills (spoken/written), including the ability to listen to and incorporate the views of stakeholders; ability to communicate clearly and effectively (both verbally and in written); ability to tailor language, tone, style and format tomatch the audience.

• Team work: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

• Creativity : Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.

• Minimum seven (7) years of relevant work experience in administrative services, external relations, public affairs or international development cooperation preferably within the UN or similar international organization, government or international NGO is required.
• Experience in development and/or humanitarian affairs coordination is desired
• Experience in public information and demonstration of good communications skills is desired;
• Experience working in a multicultural environment is desired;

• THIS IS A LOCAL POSITION FOR WHICH ONLY SWISS NATIONALS OR THOSE WITH THE RIGHT TO LIVE AND WORK IN SWITZERLAND ARE ELIGIBLE FOR CONSIDERATION.
• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

APPLICANTS SHOULD ATTACH A ONE PAGE COVER LETTER WITH THEIR APPLICATIONS.

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.