Operations and Administrative Specialist

Based in Geneva, the Europe and Central Asia Regional Office (ECR) supports UNOPS offices throughout the region through: management, financial and programmatic oversight of global and country-specific portfolios, clusters and operations centres, including hosting services; fund and management advisory services; project implementation; procuring goods and services; and managing human resources.

ECR ensures that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between business units and projects across the entire region.

ECR operates global portfolios from offices in Geneva, and country-specific programmes from its operations and project centres located in Eastern Europe and Central Asian countries.

RBM Partnership to End Malaria

The RBM Partnership to End Malaria is the largest global platform for coordinated action towards a world free from malaria. It is comprised of over 500 partners - from community health worker groups and researchers developing new tools, to malaria-affected and donor countries, businesses and international organisations. 

Since its inception in 1998, the RBM Partnership has played a critical role in global efforts that reduced malaria deaths by half and saved 10.6 million lives. The Partnership is now committed to building on these significant gains and ending malaria for good.

Expansions in financing, strong political commitments, novel diagnostic and preventative measures, and multi-sectoral coordination have facilitated this progress. The RBM Partnership is central to the global fight against malaria and has played an essential role in mobilising political will and financial resources, as well as scaling up innovative interventions to put the world on a path to eliminating malaria.

Despite these gains, malaria still poses a significant threat to public health and sustainable development. Malaria continues to affect the poorest and most marginalised disproportionately and restricts human development and poverty alleviation. The African continent accounts for over 90% of the global malaria burden and therefore stands to gain the most from malaria elimination.

Malaria is a smart investment that contributes to achieving Sustainable Development Goals, including ending poverty and ensuring quality education. 

RBM's Vision is a world free from the burden of malaria.

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 to a malaria-free world. 

The RBM Partnership is based in Geneva and hosted by UNOPS.

The role provides support with strategic planning and delivery of financial, administrative and operational duties. The role will support the Finance and Administration Manager in the effective functioning of the Finance and Administration Unit via ensuring the effective delivery of the programme and projects whilst applying the best working practices and ensuring appropriate application.

The primary role of the Operations and Administrative Specialist is to ensure that all applicable policies, processes and methods are followed and practiced according to the organization standards, while acting on behalf of the Finance and Administration Manager to contribute to the RBM Partnership’s mission-focused goals and objectives. The staff member should ensure an environment of professionalism and teamwork at all times.

Under the direct supervison of the Finance and Administration Manager, the Operations and Administrative Specialist will peform the following functions:

Programme support

• Support the Finance and Administration Manager in providing day-to-day overall programme management functions to ensure compliance with UNOPS and other applicable rules and regulations.

• Carry out programme management functions as delegated and ensure compliance with project/programme management guidelines including engagement development, quarterly project assurance, ensuring consistency with both external requirements such as legal agreements and contractual obligations, as well as UNOPS internal reporting.

• Supporting the Finance and Administration Manager to develop and implement the Secretariat’s workplan and collaborate with colleagues to identify the needs, determine costs and plan all support services, including human resources , procurement, finance, travel, information and communications technology and administrative services. 

• With appropriate frequency assess the status of RBM projects and identify areas of concerns that present risk to the success of RBM projects, collaborating with colleagues to identify and implement mitigation strategies as required, and escalating to the Finance and Administration Manager, as appropriate.

• Contribute to the preparation of project/programme workplans, including establishment of resource requirements and cost implications. 

• Support the submission, review and follow-up of annual budgets and workplans to the Board and other constituencies, as requested.

• Manage stakeholders at authorized level to ensure constant responsiveness to needs and monitoring of programme implementation progress and proactively address all issues arising. 

• Ensure compliance with UNOPS assurance processes.

• Support with the overseeing of the day-to-day operational aspects of the RBM Secretariat.

Procurement and grants

• Ensure appropriate application of UNOPS procurement governance framework (rules, regulations, policies and tools) in Finance and Administration unit and operations.

• Ensure procurement strategies, approaches and plans are designed and implemented according to cost reduction and saving strategies.

• Create, implement and oversee proper monitoring and control of procurement processes in Finance and Administration unit and projects including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNOPS procurement rules and regulations.

• Review and pre-cleare solicitation documents, requests for awards and submissions to Contract and Property Committees (CPCs) in role as Procurement Reviewer (in OneUNOPS and Enterprise system).

• Ensure procurement contracts and contractors are optimally managed through supplier and contract performance management against agreed benchmarks and through agreed reporting mechanisms.

• Provide and review technical input in preparation of terms of reference for contractors, subcontractors and consultants; prepare list of suitable firms and individual consultants; evaluate proposals received; prepare documents for award within delegated authority or make recommendations for contract awards; help negotiate with successful bidders and prepare contracts and letters of agreement; do the necessary transactions related to ERP system and OneUNOPS.

• Under delegated authority assist the Secretariat team by providing grant support services.

• Advise personnel across RBM on the application, interpretation and adoption of corporate operational rules, procedures and guidelines.

Administration

• Assist in the administration and monitoring of all procurement and routine administration aspects of service delivery.

• Create and update award information, including established project information and associated contracts and activity definitions and according to established procedures.

• Draft project communications, documentation, reports and contracts, checking documents for accuracy and compliance with UNOPS and RBM format and style.

• Process Purchase Orders (Pos), performance of reconciliation activities on purchase orders such as close and cancel POs. Inquiries on PO details and activities.

• Support with HR administration done at the RBM Secretariat level, such as desk reviews, drafting and reviews of ToRs/JDs in collaboration with Hiring Managers, as needed.

• Ensure efficient document management including file closures, archiving and monitoring due dates for project progress status reports and submission by UNOPS of substantive reports to donors.

• Ensure processing of travel and other expenses according to established procedures and practices.

• Foster continuous interaction with colleagues, clients and partners to exchange information on administrative issues and seek cooperation. Resolution of routine administrative and process problems, referring complex issues to the Finance and Administration Manager with recommendations for course of action.

• Support RBM Secretariat by providing practical, result-oriented guidance and coordination in order to optimize workflows and standardized processes with regard to RBM needs, including contribution to the development of operational manuals and procedures.

Support personnel management 

• Exercise control of all direct report issues, including recruitment, onboarding and staff performance review.

• Promote and support a learning culture by empowering individuals to identify critical learning needs and plan/provide easy access to learning opportunities to maintain personnel competency and flexibility

• Foster a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed.

• Perform other related duties as required.

• Advanced university degree (Master’s degree or equivalent) in a relevant field such as finance, business, programme /project management, public administration or other relevant related field is required.
• A Bachelor’s degree with a combination of two additional years of relevant experience may be accepted in lieu of the Master’s degree.

• A minimum of five (5) years of progressively responsible experience in development projects, with significant international experience in project management, donor relations, service delivery and establishing relationships among international organisations or related fields is required.
• Proven track record in managing people and operational and financial systems and dealing with UNOPS regulations, rules and policies in the areas of contracting, procurement and human resources is desirable.
• Experience in UN system organisations, preferably in a developing country, is desirable.

• Fluent spoken and written English is required. Knowledge of French is desirable.

• 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. 

• 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.