Operations & Administrative Officer

Hosted Entities RBM Partnership to End Malaria

Job categories Administration, Programme Management

Vacancy code VA/2023/B5007/26880

Level ICS-9

Department/office GPO, GVA, Geneva

Duty station Geneva, Switzerland

Contract type Fixed Term

Contract level P2

Duration One year initially, renewable subject to programme need, funding availability and satisfactory performance

Application period 11-Oct-2023 to 25-Oct-2023

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.

This vacancy is closed.

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Background Information - Job-specific

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.

Under the supervision of the Operations and Admin specialist the role provides support to the RBM Secretariat Operations, focusing on procurement, grant management, administrative and logistical support.

Functional Responsibilities

Procurement and Grant Management Under the supervision of the Op...

Procurement and Grant Management

Under the supervision of the Operations and Admin specialist coordinates RBM procurement processes, including conducting market research, drafting TORs and other solicitation documents, participating in evaluations and contract management.
Support the different stages of procurement process for goods and services for the RBM Partnership including preparation of Request For Quotations(RFQ), Invitation To Bid (ITB) or Request For Proposal (RFP), receipt of quotations, bids or proposals, their evaluation, negotiation of conditions of contracts in full compliance with UNOPS procurement rules and regulations.
Process Purchase Orders (POs), performance of reconciliation activities on purchase orders such as closing and terminating POs. Focal point for any Inquiries on PO details and activities.
, Support in the entire grant management process and grant closure including , preparation of award documentation, proper filing of documentation, updating of the grant tracking sheets, ensuring timely payments and drafting letters to grantees.. Assists with RBM contract management, in close cooperation with UNOPS, tracking payments and deliverables, contract values, reporting .
Timely submission of requests for payments, ensuring appropriate documentation is attached in line with UNOPS processes and keeping track of the payment to the supplier to ensure that all the payments are properly done within the relevant period and to avoid double payments and omission of payments.
Support RBM human resources coordination as required specific to processing of contract extension for all CRSPC consultants as per the guidance from the CRSPC manager.,
Works with RBM partnerships and engagements, in compliance with UNOPS processes, undertaking research on potential partners and suppliers, liaising during the due diligence and committee review, and preparing relevant documentation.
Works with RBM Secretariat team members to ensure compliance and oversight with UNOPS policies and procedures

Administrative and Logistical Support

Participates in RBM events, workshops and other events, including development of documents and materials, small procurements and liaison with suppliers, making travel arrangements, providing on-site support, as requested.
Support in creation of vendor profiles for new suppliers/grantees in the UNOPS system
Maintains and improves the assigned RBM Secretariat’s filing systems and ensure they that all documentation is up to date .
Maintains asset inventory and takes necessary action when stocks are low/perishing.

Support in facilitating /coordinating trainings for RBM colleagues as per capacity gaps identified Communications and Networking

Acts as the RBM focal point for Global Health Campus committees, as requested
Stays abreast of changes and updates to relevant UNOPS regulations, rules, policies, procedures, processes and alerts the RBM Secretariat Team to any changes.
Sound contribution to knowledge networks and UNOPS communities of practice.
Ensures an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for RBM office and external partners
Assists with other related tasks for the RBM Secretariat as required/needed including backstopping for colleagues as required.

Competencies

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/Experience/Language requirements

Education: Advanced university degree in Public Health, Business, Pub...

Contract type, level and duration

Contract type: Fixed Term Appointment (FTA - UN Staff) Contract level: ICS-9 / P...

Additional Information

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 UN 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.

This vacancy is closed.

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APPLICATION TIPS

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TOGETHER, WE BUILD THE FUTURE

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.

Our mission is to help people build better lives and countries achieve peace and sustainable development.

We are proud of our people. The UNOPS family brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf on our partners. Spread across 80 countries, our workforce is rich in diversity and culture – with inclusion at its core.

We understand the importance of balancing professional and personal demands and offer several flexible working options.

Explore what we offer here.