Travel and Operations Senior Officer

Contract

This is a IICA-1 contract. This kind of contract is known as International Individual Contractor Agreements. It is normally internationally recruited only. It's an external contract. It usually requires 2 years of experience, depending on education. More about IICA-1 contracts.

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 role provides support to the RBM Secretariat Operations, focusing on analysis and research, communications and networking, and administrative and logistical support.

Analysis and Research

• Under the supervision of the Operations and Administrative 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 Administrative 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 documentation, updating of the grant tracking sheets and ensuring RFP are submitted in line with the grant agreements, 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 payments to suppliers to ensure that all payments are properly done within the applicable timelines and to avoid double payments and/or omission of payments.
• Assists with RBM human resources coordination as delegated.

• 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

• Liaises with UNOPS on administrative/operational matters.
• Stays abreast of changes and updates to relevant UNOPS regulations, rules, policies, procedures, processes and alerts the RBM Secretariat Team to any changes.
• Sound contribution to knowledge networks and UNOPS communities of practice.

Travel, 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.
• Assist travel bookings of all RBM Secretariat staff or Partners, as requested, in accordance with the UNOPS Travel Policy and standard operating procedures in a timely manner including new bookings, changes, cancellations, etc;
• Handles travel issues, conflicts, complaints, cancellations and refunds; and Coordinates and maintains fruitful relationships with approved UNOPS travel agents;
• Provides customers with details about the travel inquiries such as visa requirements and mandatory inoculations required by the health authorities before the travel commences.
• 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 sets 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 in Business Administration, Social Sciences, International Relations 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 administrative, travel, operational fields or related areas. - Experience working in developing countries is required.

Languages

• Fluent spoken and written English is required.
• French is desirable.

Contract type, level and duration

Contract type: Individual Contractor Agreement (ICA) Contract level: ICS-9 (I-ICA 1 / L-ICA 9) 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

As per UNOPS policy, in duty stations where the NPO (National Professional Officer) category has been established by the International Civil Service Commission (ICSC), a home-based contract may be issued as a Local ICA Support or Local ICA Specialist position.

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.

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.