Board Support Associate

Contract

This is a LICA-7 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 7 years of experience, depending on education. More about LICA-7 contracts.

Background information- ECR

Based in Geneva, the Europe and Central Asia Regional Office (ECR) supports UNOPS offices throughout the region through: management, financial and programmatic oversight of global and country-specific portfolios, clusters and operations centres, including hosting services; fund and management advisory services; project implementation; procuring goods and services; and managing human resources.

ECR ensures that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between business units and projects across the entire region.

ECR strategy is to:

• Strengthen UNOPS role in operationalizing the Sustainable Development Goals with particular emphasis on health, environment and economic development.
• Position UNOPS in the Balkan sub-region, the Caucasus and Central Asia.
• Strengthen the implementation of ECR global and regional programmes, with revitalized partnerships in infrastructure, procurement and project management.

ECR operates global portfolios from offices in Geneva, Brussels and New York, and country-specific programmes from its operations and project centres located in Eastern Europe and Central Asian countries.

Background Information - Job-specific

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 co-ordination 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.

Functional Responsibilities

The position is on part time basis (50%) and functionally reports to the RBM Board Chair, with administrative supervision from UNOPS.

Responsibilities in support of the Board include, but are not limited to:

• Executive support to the RBM Board Chair and Board Leadership by acting as the focal point for the corporate initiatives of the Board, updates the Board Leadership of all developments in such initiatives and monitoring of deadlines and results expected.

• Liaises with appropriate partner offices, staff, and external governing bodies of the Board Chair’s participation at governing body meetings, ensuring agendas and supporting documentation are provided in a timely manner. This includes analyzing previous Board documents and correspondence to ensure the agenda and supporting documents captures relevant issues.

• Ensures that the Board Chair is prepared for meetings and missions by drafting talking points, researching relevant information, and establishing internal and external contacts on the subject matters to be discussed.

• Coordination and organization of the Board and Sub-Committees meetings and acting as the secretary in preparation of background documents, taking minutes and decision points as well as preparing action points.

• Organization of special Board Leadership events, such as luncheons, receptions for high-level invitees from missions, governments, UN agencies, governmental/non-governmental organizations and other partners.

• Coordinate and draft appropriate protocol and correspondence for communicating with Government and other external partners.

• Monitor, screen, analyze, respond to and distribute incoming communications to the Board Chair to identify priority matters that need to be addressed by RBM Leadership and propose actions; liaise with Secretariat staff to analyse supporting documentation and summarize most relevant points for the Board Chair; ensure that appropriate action is taken by responsible senior managers on matters brought to their attention.

• Efficient and discreet management of the long-term calendar of appointments and commitments for Board Chair/Leadership, and maintenance of backup documentation and monthly update for discussion and decisions of the Board Chair.

• Establishment/maintenance of all hard copy and electronic files, reference materials and confidential records as required, and evaluation of information for retention or disposal. Ensure information is organised and readily available as required;

• Coordinates and manages the travel arrangements for all Board members and ensures they are timely processed. Coordinates with travel staff and approving officers.

• Organization of Board Leadership and Secretariat calls and support with note taking and tracking of follow up.

• Assess and recommend improvements to Board procedures and practices, to contribute to the effective delivery of the work of the Board and Board Chair.

• Liaise with Secretariat team leads on Board venue and logistics arrangements, with analytical input (input to scope of work and ToRs) into relevant procurement processes, as requested.

• Determine work priorities, drafting of speeches, reports, presentations, routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required.

• Maintain Board and Board Members’ records (including contact information) and governance documents.

• Support the Board Chair and Leadership in the management of the Executive Office and facilitate the communication with internal and external stakeholders for the efficiency of the overall flow of information within the RBM Platform.

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 education is mandatory.
• Technical and/or University degree in international affairs, law, management or related matters is an advantage and may be considered in lieu of some of the required years of experience.

Experience

• Minimum of 7 years of relevant professional work experience in administration or related field is required.

• At least two years supporting Boards and/or high level executives is required

  Language requirements

• Fluent spoken and written English is required. Fluency in French is highly desirable.

Contract type, level and duration

Contract type: L-ICA (part time - 50%) Contract level: Local ICA Support Contract duration: 'Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

• 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.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
• THIS IS A LOCAL POSITION FOR WHICH ONLY APPLICANTS WITH SWISS NATIONALITY OR WITH THE RIGHT TO LIVE AND WORK IN SWITZERLAND (EU CITIZENS OR NATIONALITIES ELIGIBLE FOR DIFFERENT SWISS WORK PERMITS) ARE ELIGIBLE FOR CONSIDERATION.

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.

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.