To be eligible for this position, you need to be a national of the country (EEA ...
To be eligible for this position, you need to be a national of the country (EEA and EU citizens are also eligible) or have a valid working permit for Switzerland at the time of the application
Under
the guidance and supervision of the Team Leader - Country and Community Support
for Impact, the Administration Senior Assistant provides support to Stop TB
Partnership performing a variety of standard administrative processes ensuring
high quality and accuracy of work. The Administration Senior Assistant may take
routine decisions on administrative processes based on clearly established
guidelines. In performing her/his work, the Administration Senior Assistant
promotes a client, quality and results-oriented approach.
The Administration
Senior Assistant works in close collaboration with all other team members in
Stop TB Partnership as well as with UNOPS Project Management Team to exchange
information and ensure consistent service delivery.
Summary of Key Functions:
Support
to effective and efficient functioning of the office/department/unit
Support
on Travel
Support
to administrative and logistical services
Support
with respect to protocol issues and requests for official documentation
Support
to office maintenance and assets management
Support
to knowledge building and knowledge sharing
1. Ensures effective and efficient functioning
of the unit, focusing on achievement of the following results:
- Acts as
point of contact with visitors and staff, arrangement of appointments and
meetings, acting as an interpreter when required and/or taking minutes.
- Compilation
and preparation of briefing and presentation materials, speeches, background
information and documentation for meetings and missions.
- Maintenance
of hard copy and electronic files, reference materials and confidential records
as required.
- Supports
in the preparation of the administrative budget plan for the office and collects
information in support to the organization of common administrative services.
- Acts as
custodian for management, reviewing and monitoring of expenditures against the
administrative budget for the office, bringing to the attention of the supervisor
any problem or discrepancy that warrants further review.
- Translation
of simple correspondence, when needed.
2. Ensures effective and efficient support on
Travel for the colleagues in the unit,
focusing on achievement of the following results:
- 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 in consultation with UNOPS Portfolio Management Team (PMT).
- Processes
the requests for travel claims and payments with UNOPS PMT.
- Arrangements
of travel and hotel reservations, preparation of travel authorizations,
processing requests for visas, identity cards and other documents.
- Punctual
delivery of official protocol certificates; arrangements with UN departments
for all issues related to official documentation to be provided to/from
international staff, such as visa requirements, work permit, security
requirements, health, etc.
3. Ensures effective administrative and logistical
support, focusing on achievement of the
following results:
- Organization
of shipments, customs clearance arrangements, preparation of documents for
UNOPS shipments (received/sent), Preparation of all necessary documentation,
implementation of follow-up actions.
- Support
to organization of procurement processes including preparation of RFQs, ITBs or
RFPs documents, receipt of quotations, bids or proposals, their preliminary
evaluation. Preparation of POs.
- Administrative
support to conferences, workshops, retreats.
- Collection
of information for Certification of Payment from Technical Assistance
Consultants/retainers in order to guarantee the prompt remuneration for
services offered.
- Extraction
of data from various sources.
- Research
and retrieval of statistical data from internal and external sources;
preparation of statistical charts, tables and reports.
- Follow
up on deadlines, commitments made, actions taken and coordination of collection
and submission of the reports to head of unit.
- Assistance
in the preparation of budget, provision of information for audit.
4. Provides support with respect to protocol issues
and requests for official documentation,focusing on achievement of the following results:
- Arrangements
with UN departments for official documentation to be provided for import/export
or transfer of goods.
- Establishment
and maintenance of efficient working relationship with government ministries.
- Provision
of accurate and comprehensive information to staff on the supporting documents
needed by staff and his/her dependents, and import/export or transfer of goods;
updated list of the required documents made available to each staff member/unit.
- Individual
monitoring sheet to track the status of submitted documentation for each staff
member and dependents, ensuring that official documentation matches the
announced schedule.
- Accurate
information provided to individual/unit upon request on administrative steps
required and the status of his/her project file.
- Accurate
and timely information on processes and pending issues to the concerned
individuals/unit.
5. Provides support to office maintenance and
assets management,
focusing on achievement of the following results:
- Maintenance
of records on assets management, preparation of reports.
- Maintenance
of files and records relevant to office maintenance.
- Provision
of support to maintenance of common premises and common services.
6. Provides support to knowledge building and
knowledge sharing,
focusing on achievement of the following results:
- Participation
in the trainings for the programme, operations and projects staff on
administration.
- Sound
contributions to knowledge networks and communities of practice.