Administration Senior Assistant

Hosted Entities StopTB

Job categories Administration, Communications, Finance, Project Management, Programme Management

Vacancy code VA/2023/B5007/27067

Department/office GPO, GVA, Geneva

Duty station Geneva, Switzerland

Contract type Local ICA Support

Contract level LICA-5

Duration Ongoing

Application period 21-Nov-2023 to 12-Dec-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

UNOPS Background:

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

The Stop TB Partnership is a unique and innovative global health organization that brings together partners’ expertise, funding, commodities, and people-centered services in our shared mission to transform the tuberculosis (TB) space and end TB by 2030. The Stop TB Partnership is guided by three (3) strategic goals to:

Advocate, catalyze, and facilitate sustained coordination and collaboration among partners;
Support the development, replication, and scale-up of innovative approaches and tools; and
Facilitate global, equitable access to TB diagnostics and medicines.

Background - Team

The Stop TB Partnership’s Country and Community Support for Impact (CCS4i) Team, works on three complementary priorities:

technically strong country responses;
empowered networks of people affected by TB, and engaged civil society and other key stakeholders;
advancement of rights-based, gender sensitive TB response that prioritizes TB key and vulnerable populations.

Through its Challenge Facility for Civil Society (CFCS), CCS4i Team provides tools to facilitate the involvement of people affected by TB and civil society in all aspects of the TB response and grants to partners in lower-income and/or high TB burden countries to remove social, legal and economic barriers to universal access to TB prevention, diagnosis, treatment, care and support services, create demand for highest quality drugs and diagnostics, community-led monitoring of TB service quality, advocacy for law and policy change, and elevating the voice of TB survivors in national and global TB governance. Through country-level STPPlatforms CCS4i Team mobilize and engage country key stakeholders for advocacy, awareness, visibility, and demand creation.

Under the direct supervision of the CCS4i Team Lead, and working closely with the Programme Management Support Associate and Grant Management Analyst, the Administration Senior Assistant provides support to office operations performing a variety of standard administrative processes and programme support, ensuring high quality and accuracy of work.

Functional Responsibilities

Functions / Key Results Expected Administrative Support ...

Functions / Key Results Expected

Administrative Support
Travel and Logistics support
Support capacity Building and Knowledge Sharing

1. Administrative Support

Working closely with the Programme Management Support Associate:

Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the head of the unit.

Provides administrative support to conferences, workshops, retreats.

Supports the organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, and their preliminary evaluation. Preparation of POs.

Collects and processes information for Certification of Payment from Technical Assistance Consultants/retainers in order to guarantee the prompt remuneration for services offered.

Processes payment requests of services delivered.

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 of the organization of common administrative services.

Translation of simple correspondence, when needed.

Supports, as needed, with grant related processes including document processing, payment requests, document filing and maintaining documents in the Grant Management System (GMS) (with guidance from the Grant Management Analyst).

Provides administrative support to the wider Stop TB Partnership as requested by Team Lead, particularly during high-volume periods.

2. Travel and Logistics 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.

Provides support with respect to protocol issues and requests for official documentation, focusing on achievement of the following results:

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.

Arrangements with UN departments for official documentation to be provided for import/export or transfer of goods.

Provision of accurate and comprehensive information to staff on the supporting documents needed by staff and his/her dependants, and import/export or transfer of goods; updated list of the required documents made available to each staff member/unit

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

3. Support Capacity Building and Knowledge sharing

Supports the organization and delivery of training and learning initiatives for personnel on Administration-related topics.

Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in Administration.

Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively

Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials

Impact of Results

The effective and successful achievement of results by the Administration Senior Assistant directly affect 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. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

Education/Experience/Language requirements

Education: Completion of secondary school is required. A first ...

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.

Contract type, level and duration

Contract type: Individual Contractor Agreement (ICA) Contract level: Local ICA ...

Additional Information

Please note, this position is based in Geneva, Switzerland and therefore, the se...

This vacancy is closed.

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APPLICATION TIPS

How to send a good application:

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.