Programme Support Senior Assistant

Mid Senior Programme & Policy Admin Leadership

Overview

Support program operations through effective administrative assistance.

You have:

• Completion of secondary school is required.
• First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but is not required and may compensate for some of the required years of experience.
• A minimum of five (5) years of administrative, operations, travel management, asset management or related field experience is required.
• Ability to work with computer and office software packages (Google Suite, MS Office) and knowledge of spreadsheet and database packages are required.
• Demonstrated skills and experience with Salesforce (or another CRM) is desirable.
• Full working knowledge of English is essential.
• Knowledge of another official UN language, particularly French, is an asset.

Contract

This is a LICA-5 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 5 years of experience, depending on education. More about LICA-5 contracts.

Background Information - Job-specific

Background Information – ATscale, the Global Partnership for Assistive Technology

ATscale, the Global Partnership for Assistive Technology, is a cross-sectoral partnership with the goal of reaching 500 million additional people with assistive technology by 2030 to support them in participating in education, work, and everyday life.

Today, over 2.5 billion people need at least one form of AT, such as wheelchairs, eyeglasses, or hearing aids, but in low-income countries, 90% do not have access to the AT they require. The number of people who need AT is expected to grow to more than 3.4 billion people by 2050.

Access to appropriate AT enables people with loss of function, disabilities, non-communicable diseases, and the ageing population to participate in education, work, family, and community life. Lack of access to AT has significant consequences for individuals, their families, and the wider society. Without AT, individuals may experience isolation and exclusion from education, the labour market, and civic life. Lack of access to appropriate AT causes poorer health outcomes including premature death, deteriorating mental health, and increased risk of chronic health conditions and secondary complications, all of which lead to a higher burden on health systems. Increasing accessibility and affordability of AT unlocks unrealised economic potential and provides socioeconomic benefit for individuals, families, and countries by increasing productivity and participation in the workforce.

The ATscale Secretariat is hosted by the United Nations Office for Project Services (UNOPS) and is based in Geneva, Switzerland. For more information, please visit https://atscalepartnership.org/

ATscale is seeking a Programme Support Senior Assistant to support the Programme Support Specialist in managing the daily operations under the overall supervision of ATscale’s CEO. This new role provides a great opportunity to be a core part of the team that is building and moving forward a unique multi-stakeholder partnership to address one of the most significant and most underinvested issues of our global development agenda – the need for assistive technology (AT).

Role of the Programme Support Senior Assistant

The Programme Support Senior Assistant is part of the ATscale Secretariat Operations Team and will provide administrative support, focusing on travel and procurement, event and meeting management, and team management support including Knowledge Management and contact management - ensuring efficient, client-oriented and effective service delivery.

The Programme Support Senior Assistant reports to the Programme Support Specialist. and works in close collaboration with teams across ATscale as well as interfacing with the Support Services function of the UNOPS Geneva Office, UNOPS HQ and other key stakeholders for successful service delivery.

Functional Responsibilities

**Under the direct supervision of the Programme Support Specialist the Programme Management Support Assistant’s main functions will include:

1. Travel Support Services

2. Events and meeting management support

3. Procurement support

4. Knowledge Management

5. Support the development and set up of a contact management system for the team

1. Travel Support Services**

- Prepare travel requests for official duty travel for Secretariat staff and external travelers including processing and managing travel authorizations, making flight arrangements and booking flight tickets, providing required documentation (security clearances, visas), ensuring payment of daily subsistence allowance and travel related payments in accordance with SOPs. - Obtain insurance for external travelers and issuance of DSA cards to external travelers. - Collect and review quarterly travel plans of the team and consultants to ensure timely submission of travel documents and organizational planning. - Verify invoices from travel agent(s) and follow through with UNOPS Geneva on payments. - Maintain the travel tracking tool and ensure a detailed filing of all relevant travel documents and products.

2. Events and meeting management support - Support with the organization of all external and internal events, both hybrid, in-person, and virtual, including researching potential venues, catering, audio-visual, interpretation and other necessary arrangements. - Draft and monitor the event workplan and budget and its activities. - Identify all preparatory and logistical elements needed for events. - Support event-related solicitation process and support with contract management. - Liaise with suppliers and/or sub-awardees in the organization and coordination of all external and internal events, as required. - Ensure room booking is done, draft event agendas, logistical details, participants list, arrange access for external meeting participants, take meeting minutes, and provide action points for follow-up as needed.

3. Procurement Support - Initiate requisitions for goods and services and create requisitions in the UNOPS ERP. - Register supplier details in UNOPS ERP. - Support the solicitation process for goods and services. - Monitor and record deliverables of goods and services and ensure timely payments in alignment with appropriate SOPs. - Create Purchase Orders, Receipts & Requests for Payments in UNOPS ERP.

4. Knowledge Management - In close collaboration with other support staff, create and/or maintain filing systems; continually review filing systems to ensure information is up to date and effectively and efficiently used. - Participation in training events for operations, logistics and travel-related subjects. - Organize, facilitate and/or deliver training and learning initiatives for new personnel on UNOPS travel and administrative procedures. - Contribute to knowledge networks and communities of practice.

5. Support the Contact Management System Set-up - In close collaboration with other team members, especially the Partnerships Development Specialist, support the set up and implementation of a CRM database on Salesforce - Support the process of migrating all contact information to new CRM - Provide support to staff in using the system - Conduct data analysis and visualization via the respective functionality in the chosen CRM solution

Education/Experience/Language requirements

A. Education: - Completion of secondary school is required.

• First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but is not required and may compensate for some of the required years of experience

• In the absence of a degree, administrative certification is an asset.

B. Work Experience: - A minimum of five ( 5 )years of administrative, operations, travel management, asset management or related field experience, is required

• Ability to work with computer and office software packages (Google Suite, MS Office) and knowledge of spreadsheet and database packages are required

• Demonstrated skills and experience with Salesforce (or another CRM) is desirable

• Experience in UN system organizations is desirable

• Ability to work collaboratively and across teams is a strong asset.

C. Language: - Full working knowledge of English is essential. - Knowledge of another official UN language, particularly French , 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: ICS - 5(Local ICA - LICA 5 ) Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

****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. The incumbent will be required to pay taxes, social security and any other legal requirements under Swiss laws.****

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 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.
• Persons self-identifying as persons with disabilities are strongly encouraged to apply for this position
• 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 UN Family Duty station
• All candidates are REQUIRED to include a cover letter in their application

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.

Apply now

Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: jobs.unops.org