Operations & Administrative Officer

Overview

Support RBM Secretariat Operations in analysis, research, and administrative tasks.

You have:

• Advanced university degree in Public Health, Business, Public Administration, Social Sciences, International Relations, Political Sciences, or related field.
• Bachelor9ëe in relevant field with 2 additional years of experience accepted.
• Minimum 2 years of experience in operations, external relations, public affairs, or international development cooperation is required.
• Fluent spoken and written English is required.
• French is desirable.

Contract

This is a P-2 contract. This kind of contract is known as Professional and Director staff. It is normally internationally recruited only. It's a staff contract. It usually requires 2 years of experience, depending on education.

Salary

The salary for this job should be between 109,960 USD and 149,352 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

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.

The role provides support to the RBM Secretariat Operations, focusing on analysis and research, communications and networking, and administrative and logistical support. The staff member should ensure an environment of professionalism and teamwork at all times, setting exemplary standards of conduct for the RBM Secretariat and external partners.

Functional Responsibilities

Analysis and Research

• Under the supervision of the Operations and Admin specialist coordinates RBM procurement processes, including conducting market research, drafting TORs and other solicitation documents, participating in evaluations and contract management.
• Under the supervision of the Operations and Admin specialist Coordinates RBM grant management processes, including conducting research for potential grantees, drafting TORS and other solicitation documents, participating in evaluations and grant management. This also includes proper filing of documentations updating of the grant tracking sheets and ensuring RFP are submitted inline with the grant agreement, and submitted reports. Assists with RBM contract management, in close cooperation with UNOPS, tracking payments and deliverables, contract values, reporting .Timely submission of requests for payments, ensuring appropriate documentation is attached in line with UNOPS processes and keeping track of the payment to supplier to ensure that all the payments are properly done within relevant period and to avoid double payments and omission of payments.
• Assists with RBM human resources coordination as required.
• Works with RBM partnerships and engagements, in compliance with UNOPS processes, undertaking research on potential partners and suppliers, liaising during the due diligence and committee review, and preparing relevant documentation.
• Works with RBM Secretariat team members to ensure compliance and oversight with UNOPS policies and procedures

Communications and Networking

• Acts as the RBM focal point for Global Health Campus committees, as requested
• Liaises with UNOPS on operational matters
• Stays abreast of changes and updates to relevant UNOPS regulations, rules, polices, procedures, processes and alert the RBM Secretariat Team to any changes.
• Sound contribution to knowledge networks and UNOPS communities of practice.

Administrative and Logistical Support

• Participates in RBM events, workshops and other events, including development of documents and materials, small procurements and liaison with suppliers, making travel arrangements, providing on-site support, as requested.
• Under the supervision of the Operations and Admin specialist Coordinates with RBM initiatives in liaison with the Partner Committees , as requested.
• Maintains and improves the assigned RBM Secretariat’s filing systems and ensures they are up to date for audit purposes.
• Maintains asset inventory and takes necessary action when stocks are low/perishing.
• Ensures an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for RBM office and external partners
• Assists with other related tasks for the RBM Secretariat as required/needed including backstopping for colleagues as required.

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. 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

• Advanced university degree preferably in Public Health, Business, Public Administration, Social Sciences, International Relations, Political Sciences, or related field.
• A Bachelor’s degree in these fields will be accepted with an additional 2 years of relevant experience.

Experience - Minimum 2 years of experience in operations, external relations, public affairs or international development cooperation is required.

Languages - Fluent spoken and written English is required. French is desirable.

Contract type, level and duration

Contract type: Staff (Fixed Term) Contract level: P2 / ICS-9 Contract duration: One year initially, renewable subject to satisfactory performance and funding availability

For more details about United Nations staff contracts, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/UN-Staff-Contracts.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.
• Geneva, Switzerland is a family duty station.

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.
• 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.

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.

Potential interview questions