Administration Associate

Contract

This is a LICA-6 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 6 years of experience, depending on education. More about LICA-6 contracts.

Background Information - Job-specific

UNOPS has hosted the Stop Tuberculosis Partnership Secretariat (STBP) since 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 acquire a world free of TB by ensuring that every person with TB 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 to end 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. Stop TB partners include international and technical organizations, government programmes, research and funding agencies, foundations, NGOs, civil society and community groups and the private sector.

Functional Responsibilities

1. Procurement support - Support procurement requests for goods and services for STBP and contribute to the solicitation and evaluation of offers, awarding, contracting and contract management as requested - Establish and maintain tracking tools and working files for all procurement orders of TB diagnostics and medicines - Monitor and review all incoming purchase order requests, with a view to validating the requests in terms of available and approved funding sources and agreements and raising corresponding UNOPS Purchase Orders (POs) in UNOPS ERP system (oneUNOPS) - Initiate, through oneUNOPS procurement module, contracts for consultants, technical services agreements, and general services requests - Implementation of the internal control system which ensures that POs are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems - Monitor and record receipt of deliverables of the relevant procurement contracts. Initiate, through the UNOPS procurement module, requisitions for goods procurement, and monitor and receipt of deliverables. - Coordinate the effort to link OneUNOPS with the corresponding contract/procurement systems to ensure visibility, accuracy and efficient operation. - Register Supplier profiles to the OneUNOPS system

2. Project management support - Assist in documenting the development of project plans, including implementation approaches, milestones and key action items. - Assist in monitoring the assigned projects including development and updating of action logs or other tracking tools. He/she will also assist in monitoring and analyzing contract performance to ensure compliance with contract terms, schedules and cost.

• Monitor status of HR contracts to facilitate timely action by supervisor, including, expiring appointments/contracts and pending separation actions.

3. Finance support - Monitor, track, and process payment requests received - Support with other financial transactions; facilitate approval of service payments, purchase orders and other disbursements for the STBP portfolio

4. Event and Travel Management Support

• Monitor events workplan, including identifying all preparatory and logistical elements needed for events.
• Conduct research for potential meeting logistics, including venues, hotels, suppliers, caterers, and other arrangements
• Draft supporting documents, including participants’ guides, logistic notes, invitation letters, and registration processes, etc.
• Support all event-related solicitation process and support with contract management.
• Organize virtual events and manage online conferences (management of plenary/ breakout rooms, etc.). Support workshops and meetings’ agenda development in coordination with partners
• Co-ordinates and supervises processes and services in travel, events management, transportation services and office supplies for internal and external teams.
• Processes travel authorizations, documentation (visas, etc), payments for the team and the consultants for country visits, meetings and workshops.
• Collect and review quarterly travel plans of the team and consultants to ensure timely submission of travel documents.
• Other tasks as required.

5. Knowledge building and Knowledge Sharing

• In close collaboration with other support staff, create and/or maintain filing systems; continually review filing system to ensure information is up to date and effectively and efficiently used.
• Provide sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices.
• Ensure necessary follow up of related quality assurance or audit recommendations and their due implementation

Competencies

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: - Completion of secondary school is required. - First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.

Experience: - Minimum of six years of relevant experience in administrative, logistics, public procurement or operations’ support services or other related areas in national or international public sector or corporate organizations is required. - Experience with monitoring and organizational tools is desirable. - Experience in UN system organizations (preferably UNOPS) is desirable. - Experience in use of Enterprise systems including OneUNOPS or Agreso based is desirable.

Languages: - Full working knowledge of English is required. - Knowledge of a second UN working language, especially French, would be considered an asset.