Board Affairs Officer

Entry Mid Programme & Policy Admin Medical & Health

Contract

This is a IICA-1 contract. This kind of contract is known as International Individual Contractor Agreements. It is normally internationally recruited only. It's an external contract. It usually requires 2 years of experience, depending on education. More about IICA-1 contracts.

Background Information - Job-specific

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.

UNOPS has hosted the Stop TB Partnership (STBP) since 1 January 2015, in Geneva, Switzerland. The vision of the Stop TB Partnership is to realize the goal of eliminating tuberculosis (TB) as a public health problem and, ultimately, to achieve 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 preventative, diagnostic and therapeutic tools and strategies. STBP is uniquely positioned to support the development and further implementation by partners of the current and future Global Plans to End TB, 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 quality-assured 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.

Under the overall guidance and supervision of the Head of Governance and Board Relations, reporting to the Executive Director, the incumbent performs logistical and administrative duties, ensuring efficient and effective service delivery. The Board Affairs Officer promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.

Functional Responsibilities

Functions/Key Results Expected:1. Board Constituencies´ Delegation Coordination 2. Grant Management 3. Board Meeting and Event Management 4. Logistics Management 5. Knowledge Management

1. Board Constituencies´ Delegation Coordination - Coordinate quarterly calls with all Board Constituencies for monitoring purposes. - Act as Communications Focal Point (CFP) for Board Delegations without a designated CFP to coordinate various technical and administrative tasks, including scheduling dates, share calendar invites, setup regular meetings, set-up and share agendas, meeting recordings and minutes, as needed. - Collaborate with the Stop TB Partnership Secretariat and UNOPS in preparation of Terms of Reference (TOR) and recruitment of external consultants. - Responsible for updates to the organization’s website about the Board and Board Delegations, as needed. - Manage the collection of Declarations of Interest from Board Members, indicating when conflict of interest can be perceived for team discussion. - Identify necessary updates to the Board Governance Manual, where necessary. - Ensure resolution of all situations that may arrive, while staying within UNOPS policy.

2. Grant Management - Responsible for collaborating with Board Delegations to develop grant work plans and budgets. Draft grant agreements and subsequent amendments using approved templates, ensuring that all agreements and amendments are in line with UNOPS legal and financial rules and regulations. - Manage grant development and progress, ensuring proper implementation and expenditures. - Ensure all grantees submit required reports and meet specific milestones. - Serve as Focal Point between grant recipients, Delegations and the Stop TB Partnership. - Manage constituencies and grant related budget lines. - Identify and anticipate potential implementation risks and issues and suggest possible mitigating measures. - Maintain all grants in the Stop TB Grant Management system (GMS) to facilitate grant management, payments and reporting.

3. Board Meeting and Event Management- Market research and outreach, mapping of existing suppliers and Long-Term Agreement vendors. - Create ToR for Stop TB Board Meeting and side-events venue(s) and any other procurement required, coordinating with the Head of Governance, Executive Director’s Office (EDO), Operations Team and local partners in the country where the meeting will take place. - Evaluate proposals to select the most appropriate suppliers/venue. - Creation and maintenance of the list of participants, sending letters of invitations, marking RSVP status, logistics notes, thank you letters, etc. Support participants with visas, as needed. - Coordinate with external vendors, speakers, and the Secretariat to ensure seamless execution of events. - Serve as Communications Focal Point for all stakeholders/participants, draft and send official emails with logistical information, etc. - Coordinate with the venue to ensure it is properly set-up and equipped for the meeting, as per the ToRs, including Audio/Visual (AV) and IT tests, pre-meeting set-up checks, etc. - Responsible for the smooth running of the meetings: collecting presentations; queuing up presentations, pre-recorded videos, etc.; working with AV team to ensure the correct broadcasting; coordinate with the venue for catering requirements and time adjustments, as needed. - Provide expenditure reports. - Establishment and maintenance of efficient working relationships with Board members, government ministries, and all external partners

4. Logistics and Contract Management- Lead on logistics of events and meetings and travels for the Board Delegations hosted by the Stop TB Partnership Secretariat, including support with travels, authorizations and claims. - Individual monitoring sheet to track the status and financial costs of all event coordination and travel. - Manage procurement contracts with suppliers, collect required documents and make payment requests for suppliers and consultants. - Monitor budget encumbrances and expenditures, creating a shadow budget where needed.

5. Knowledge Building and Knowledge Sharing - Collect feedback from internal and external partners and reconcile lessons learned to create a best practice going forward to maximize productivity and success. - Update website with required documents for Board Meetings. - Coordinate with other teams within Stop TB as well as UNOPS, as needed. - Provide oversight, ensuring UNOPS policy compliance by all team members.

Impact of Results The effective and successful achievement of results by the Board Affairs Officer directly affect the overall efficiency of the individual team’s provision of 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

Educational Requirements: - First University Degree in Business Administration, Public Administration, or equivalent or relevant disciplines is required.

• Administrative certification is an asset.

• A Masters degree will be an asset.

Professional Experience Requirements: - Minimum of four years of relevant experience in event management, grant management, logistics, or operations’ support services in national or international public or corporate organizations is required.

• Experience in handling web-based management systems is desirable.

• Some experience in UN system organizations is desirable.

• Experience in use of Enterprise systems including OneUNOPS is desirable.

Language requirements:- Full working knowledge of English.

• Knowledge of a second UN or regional working language is an asset.

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.

Contract type, level and duration

• Contract type: Individual Contractor Agreement (ICA)
• Contract level: ICS9/IICA 1
• Contract duration: Ongoing, subject to organizational requirements

For more details about United Nations staff contracts, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Information

• 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.

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.

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Added 3 days ago - Updated 8 hours ago - Source: jobs.unops.org