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

The Global Drug Facility (GDF)

As a key initiative of the STBP, the goal of the Global Drug Facility (GDF) is to facilitate world-wide, equitable access to TB medicines and diagnostics across both public and private sectors. This goal is achieved through management and coordination of market activities for the full portfolio of TB medicines and diagnostics, strategic procurement and innovative logistics solutions, technical assistance and capacity building for TB programmes in better pharmaceutical management practices, and accelerated uptake of new TB medicines, regimens, and diagnostics.

This vacancy announcement will be used to hire multiple positions within the Global Drug Facility

Under the overall guidance and supervision of the GDF Chief and GDF Team Leaders, and in collaboration with all GDF teams, 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 incumbents are expected to work based on general instructions, their own experiences and in alignment with UNOPS, STBP and GDF procedures, rules and regulations while seeking guidance from colleagues for unusual requests. The incumbents will be responsible for quality checking their own work, with minimal need for review from supervisors or team leads. Incumbents will primarily be responsible for helping to organize assigned projects and provide administrative support for GDF teams, including travel and GDF mission arrangements. Incumbents will also serve as a resource for GDF colleagues on specific administrative procedures and practices. The Programme Management Support Associates will promote a client- (internal and external), quality- and results-oriented approach to their areas of work.

Functional Responsibilities

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

1. Project Management
2. Procurement
3. Meeting Management
4. Travel
5. Budget and Finance Support
6. Knowledge Management

1. Project Management - Support development of project plans for assigned projects, including implementation approaches, milestones and key action items. - Monitor the implementation of assigned projects; develop and update action logs and other tracking tools. - Monitor and analyse the performance of contracted service providers for assigned projects to ensure compliance with contract terms, schedules and costs.

2. Procurement - Initiate contracts for consultants, technical services agreements and general external services requests in alignment with appropriate Standard Operating Procedures (SOPs). - Monitor and record receipt of deliverables from contracted services providers and consultants and initiate and monitor payments when required per the contract. - Monitor status of external consultants contracts and other rosters to facilitate timely action by supervisor, including, expiring appointments/contracts and pending separation actions. - Initiate requisitions for goods procurement, monitor receipt of deliverables and ensure timely payments in alignment with appropriate SOPs.

3. Meeting Management - Monitor workplans for planned events; identify all preparatory and logistical elements needed for events and develop plans to ensure these requirements are met. - Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation and travel requests; assisting with preparation of documents, dispatching of materials and liaising with participants and others involved. - Support workshops and meetings’ agenda development in coordination with partners - Prepare presentations using PowerPoint and other software packages on own initiative or based on instructions. - Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team's professional staff, checking their availability and ensuring they have the appropriate briefing files and documents. - Off-site meetings and/or meetings with external partners

• 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.
  • Virtual meetings - organize virtual events and manage complex and large online conferences (management of plenary / breakout rooms, etc.).
  • Internal meetings - ensure schedule and room booking is done, agendas are developed, take minutes, and provide action points for follow-up as needed.

4. Travel - Prepare travel requests for official duty travel by STBP/GDF personnel and/or partner personnel, including making flight arrangements, providing required documentation (e.g., for visa applications), ensuring payment of daily subsistence allowance in accordance with SOPs. - Collect and review quarterly travel plans of the teams and consultants to ensure timely submission of travel documents and organizational planning.

5. Budget and Finance Support- Provide timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required. - Monitor income and expenditures for planning purposes. - Promptly follows-up on financial, budgetary and any outstanding issues concerning the team/department, including ensuring timely processing of committal documents. - Assists in the preparation of financial and technical progress reports to donors. - 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.

6. Knowledge Management - 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. - Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested. - Assist in maintaining the GDF knowledge management system. - Provide oversight, ensuring compliance by team members with existing policies and best practices.

• 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.

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. - Administrative certification would be considered an asset.

Experience:

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

Language Requirements:

• Full working knowledge of English is required (spoken and written)
• Knowledge of a second UN working language, especially French, would be considered 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: Local ICA 6 / ICS-6 Contract duration: One year, 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

This position is based in Switzerland and the contract fee is not exempt from Swiss laws, including but not limited to laws regarding taxation, social security, accident and health insurance.

Additional Information

• 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 570 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.
• Geneva, Switzerland is a UN Family Duty Station
• 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.