Programme Management Support 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 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.

This vacancy announcement will be used to hire multiple positions at the Stop TB Partnership, as well as it will be used to further roster qualified candidates for future positions within the partnership, within and across all teams. Kindly have a look at the STBP website to learn more about the different teams and their programmatic goal within the partnership.

Under the overall guidance and supervision of the Team Leaders, the incumbents deliver technical and administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and logistics, ensuring efficient, client oriented and effective service delivery. The Programme Management Support Associates will promote a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.

Functional Responsibilities

Under the direct supervision of the team lead the Programme Management Support Associate’s main functions will include:

1. Management Support
2. Team Management
3. Logistics, Asset Management Services, Communications Services
4. Knowledge Buidling and Knowledge Sharing

1. Management Support - Monitor events and workplans, including identifying all preparatory and logistical elements needed for events. - Conduct research for potential meeting logistics, including venues, hotels, A/V suppliers, caterers, and other arrangements - Draft supporting documents for travel, including participants’ guides, logistic notes, invitation letters, and registration processes, etc. - Support event-related solicitation process and support with contract management. - Organize virtual events and manage complex and large online conferences (management of plenary / breakout rooms, etc.) Support workshops and meetings’ agenda development in coordination with partners - For internal meetings: ensure schedule and room booking is done, agendas are developed, take minutes, and provide action points for follow-up as needed. - Coordinate and supervise 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 for country visits, meetings and workshops; - Collect and review quarterly travel plans of the teams and consultants to ensure timely submission of travel documents and planning to the support services unit.

2. Team Management - Coordinates the external consultants work by organizing meetings, travel, grantee site visits, payments and workflows; - Monitor status of external consultants contracts and other rosters to facilitate timely action by supervisor, including, expiring appointments/contracts and pending separation actions. - Provide oversight, ensuring compliance by team members with existing policies and best practices. - Liaise with the finance team and the programme colleagues in order to process Call of Orders, Certification of Payments and other payments in a timely manner and charged to the correct budget allocations.

3. Logistics, Asset Management & Communication Services - Coordinates and supervises processes and services in travel, events management, administrative surveys, transportation services and insurance, building/facilities/space management, office supplies. - Coordinates supply and assets management services and physical verification of inventory items ensuring timely preparation and submission of periodic inventory reports. - Manages liaison and coordination with local authorities on authorizations/privileges and immunities for UNOPS personnel, office space and other administrative matters in coordination with the Operations Team and also with country officials and or grantees if it is part of duty travel / mission. - Compiles information on administrative services provided for cost-recovery bills.

• Lead team communications in order to disseminate information and messages on behalf of the Team Leader and Technical/Programme colleagues both internally and to external partners.
• Serve as focal point for social media communications for the team’s grantees but also for the team’s projects. Collects stories and images from external partners and works with the Communications team to produce social media content.

• When needed, works with the Stop TB Communications team to update the team’s website content.

  4. Knowledge Building and Knowledge Sharing

• Organize, facilitate and/or deliver training and learning initiatives for new personnel on UNOPS travel and administrative procedures.

• Supports dissemination of information and messages on behalf of the Team Leaders and other team members both internally and to external partners.

• Works with the technical team and Stop TB Communications team to update team website content.

• Collect feedback ideas, and information about internal Stop TB and team processes and best practices to improve productivity

• Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices.

Impact of Results: The effective and successful achievement of results by the Administration Associate 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

IMPORTANT - ONLY candidates with a valid residency permit in Switzerland, or EU nationals, or Swiss nationals, will be considered for this position****.

Education Requirements:

Completion of secondary school is required.

First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.

Administrative certification would be considered an asset.

Experience Requirements:

Minimum of six years of relevant experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations.

Experience with monitoring and organizational tools.

Experience in UN system organizations (preferably UNOPS) is desirable.

Proficiency in computers and office software packages (G-Suite and MS Office) is expected and experience in handling web-based management systems is required.

Experience in use of Enterprise systems including OneUNOPS or Agreso based is desirable.

Language Requirements: Full working knowledge of English is required.

Knowledge of a second UN working language, especially French, would be considered an asset.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above) 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 Contract level: LICA-6 (ICS6 equivalent to GS-6) 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, to qualify for this position, you should be a national of Switzerland, a national of an EU country or currently hold a valid residency permit for Switzerland.
• Please note, this position is based in Geneva, Switzerland and therefore, the selected incumbent will have to register with the Swiss authorities and comply with local regulations, including but not limited to - Taxation and Social Security - including the employers' contribution. Additionally, the incumbent will have to purchase a Swiss based insurance (LaMal) within the first three months on contract, UNOPS will help subsidize the cost of this insurance, upon show of proof and for an amount up to 545 CHF.
• 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
• 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 (around 4 hours) in your own time, before providing services to UNOPS.
• 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.

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.