Administration Senior Assistant

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 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:

1. Administrative Support

2. Travel and transport support

3. Office  Management and Operational Support

4. 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.

The effective and successful achievement of results by the Administration Senior Assistant directly affects  the overall efficiency of the team’s administrative services, impacting the office’s 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. 

• 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.

• 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.

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

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

• 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 here.

• 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.