Administrative Assistant

The RBM Partnership to End Malaria is hosted by UNOPS in Geneva, Switzerland.

The RBM Partnership is a global health initiative created to implement coordinated action against malaria. It mobilizes for action and resources and forges consensus among partners. The Partnership is composed of a multitude of partners, 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 partners join the RBM Partnership on a voluntary basis through their commitment a malaria free world.

The past fifteen years have seen tremendous gains in reducing the burden of disease and progressing towards malaria elimination. Between 2000 and 2015, global malaria incidence fell by 37 percent and mortality rates by 60 percent. Over 6.2 million deaths were averted, 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, the Roll Back Malaria Partnership (RBM) has been central to the global fight against malaria. It has been essential to mobilizing these unprecedented resources and scaled up innovative interventions and to put the world on to a path of eliminating malaria.

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 operates global portfolios from offices in Geneva, Brussels and New York, and country-specific programmes from its operations and project centres located in Eastern Europe and Central Asian countries.

Summary of key functions:

• Effective administrative support to the RBM Secretariat to help delivery of the RBM Partnership results.
• Effective support in the preparation of administrative and financial documents.
• Support to knowledge building and knowledge sharing.

Ensures provision of effective administrative support to the RBM Secretariat Team Members as follows:

• Provide administrative support to the RBM Secretariat Team;
• Process travel arrangements for the RBM Secretariat Team in collaboration with Portfolio Unit and travel service provider forflights booking, ticketing, processing of visas, and related travel documentation in compliance with UNOPS rules and regulations;.
• Draft, prepare, collate, distribute, and dispatch correspondence, documents, articles, etc. for daily administrative and programme operations, meetings, conferences, and maintain logs, active records, and archives in paper and electronic form in accordance with record retention policy;
• Type, edit for language and grammar, correct and format technical reports and documents, tabular materials, in accordance with the Partnership and departmental styles;
• Support the preparation and distribution of briefing and presentation materials, background information and documentation for meetings,, missions, conferences and events;
• Receive, direct, and organize telephone calls.  Organize conference calls for RBM Secretariat Team and Partner Committee Managers, when requested.
• Support the preparation of the office administrative budget plan;.
• Monitor and report expenditures against the office administrative budget, bringing to the attention of the supervisor any problem or discrepancy that warrants further review and action;
• Assist with procurement processes, including preparation of Request For Quotation (RFQ), Invitation To Bid (ITB) or Request For Proposal (RFP) documents, receipt of quotations, bids or proposals, and their preliminary evaluation.
• Replace and act as back-up to other support staff, as required.
• Perform other related tasks for the RBM Secretariat Team and the Partner Committees as assigned.
• Liaise with UNOPS Portfolio Management Team as required for assigned tasks.

Assists in the preparation of the RBM Partnership Board meetings, workshops, conferences and other events as follows:

• Ensure general correspondence with the participants and facilitation of travel in coordination with the Assistant to the Executive Director for Board meetings, Partner Committee Managers for workshops, and with the assigned team members for other events.
• Contribute to the logistics preparation of the event and engage with the suppliers as needed and required.
• Assist in the preparation and dissemination of relevant documents for the events, in collaboration with the RBM Secretariat Team.

Contributes to knowledge building and knowledge sharing, focusing on achievement of the following results:

• Stay 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 communities of practice.

High/secondary school degree/diploma required.

OR

With high school diploma minimum 5 years of experience in operational, administrative services, external relations, public affairs or international development cooperation. 

OR

With bachelor’s degree in business administration, public administration, management, social sciences, law, or international affairs with 1 year of relevant experience.  

Experience in development and/or humanitarian affairs coordination is desired.

Experience in public information and demonstration of good communications skills is desired.

Experience working in a multicultural environment is desired.

Experience in international organizations is an advantage.

Fluency in oral and written English is required.

Working knowledge of French is required.

• 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.
• 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.

PLEASE SUBMIT A COVER LETTER.

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.