Programme Assistant

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.

Stop TB Partnership

UNOPS hosts the Stop Tuberculosis Partnership Secretariat (STBP) as of 1 January 2015, in Geneva, Switzerland. The vision of the Stop TB Partnership is to realize the goal of elimination of Tuberculosis (TB) as a public health problem and, ultimately, to obtain a world free of TB by ensuring that every TB patient has access to effective diagnosis, treatment and cure; stopping transmission of TB; reducing the inequitable social and economic toll of TB; and developing and implementing new preventive, diagnostic and therapeutic tools and strategies. The Stop Partnership is uniquely positioned to support the development and further implementation by partners of the current and future Global Plan, acting as a coordinator and catalyst for the range of partners engaged in the fight against TB.

Founded in 2001, the Stop TB Partnership's mission is to serve every person who is vulnerable to TB and ensure that high-quality treatment is available to all who need it. Our partners include international and technical organizations, government programmes, research and funding agencies, foundations, NGOs, civil society and community groups and the private sector

As a key initiative of the STBP, the goal of the Global Drug Facility (GDF) is to facilitate world-wide, equitable access to TB medicines and diagnostics across both public and private sectors. This goal is achieved through management and coordination of market activities for the full portfolio of TB medicines and diagnostics, strategic procurement and innovative logistics solutions, technical assistance and capacity building for TB programmes in better pharmaceutical management practices, and accelerated uptake of new TB medicines, regimens, and diagnostics using the GDF “launch pad.” GDF is highly reliant on technology to ensure quick and smooth procurement and supply of quality-assured TB products for populations in need. 

The Programme Assistant will work under the direct supervision of the Country Supply Team Leader and in close collaboration with the GDF Country Supply team. This individual will be primarily responsible for helping to organize Country Supply team work and providing administrative support to the Country Supply team.

The incumbent works on the basis of general instructions, own experience and precedents, following the Partnership or UNOPS specific procedures and practices, rules and regulations, to ensure smooth work flow in the assigned area of work.  The incumbent is encouraged to seek guidance for unusual issues. Most of the work is controlled for correctness and appropriateness by the incumbent.

Work is reviewed on an ad hoc basis by the supervisor for meeting expectations and overall quality; correspondence is signed or cleared by originator.  Specific assignments are checked by the originator and/or the Assistant to the Executive Secretary.

The incumbent is relied upon to brief colleagues on Partnership or UNOPS specific administrative procedures and practices.

The Programme Assistant will also support technical staff for travel and GDF mission arrangements as needed.

COUNTRY SUPPLY

• Assist Country Supply Officers in drafting the projects and orders for the anti-TB medicines and diagnostics in the GDF Order Management System
• Assist Country Supply Officers in monitoring delivery status of orders in the GDF order Management System
• Assist in monitoring and analyzing contract performance to ensure compliance with contract terms, schedules and cost

PROCUREMENT

• Initiate, through the UNOPS procurement module, contracts for consultants, technical services agreements, and general external services requests.  Monitor and record receipt of deliverables, and initiate and monitor payments as needed.
• Initiate, through the UNOPS procurement module, requisitions for goods procurement, and monitor and receipt of deliverables.

MEETING ADMINISTRATION

• Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation and travel requests; assisting with preparation of documents, dispatching of materials and liaising with participants and others involved.
• Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions.
• Schedule weekly team and ad hoc meetings, according to schedules and need; taking and preparation of minutes.
• Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team's professional staff, checking their availability and ensuring they have the appropriate briefing files and documents.

TRAVEL

• Using the UNOPS system, prepare travel requests for official Partnership/GDF travel. Make flight and hotel reservations, prepare travel files and deal with other related matters as requested or on own initiative.

BUDGET & FINANCE

• Assists in the monitoring and progress review of projects and tasks in the Partnership/GDF work plan.
• Provides team members with timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.
• Monitors income and expenditures for planning purposes.
• Promptly follows-up on financial, budgetary and any outstanding issues concerning the team/department, including ensuring timely processing of committal documents.
• Assists in the preparation of financial and technical progress reports to donors.

INFORMATION MANAGEMENT

• In close collaboration with other support staff, create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used.
• Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.

OTHER DUTIES

• Perform other related duties as required or instructed, including providing support to other areas of work.

• Minimum of secondary school education or equivalent is required. 
• Advanced degree (master's or bachelor degree) will be considered as an asset but it will not substitute the minimum (5) years of experience.   

• At least five years of relevant experience;
• Experience working at the UN with health programs is an asset;
• Knowledge of UN systems and procedures. Previous work experience in the UN system would be an asset.

Language Requirements:

• English fluency is required. Knowledge of French is desirable. Knowledge of other UN languages is an asset.

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.