Background Information - Job-specific
The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.
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.
The Stop TB Partnership’s TB REACH initiative provides grants to partners in lower-income and/or high TB burden countries to test innovative and well thought-out, yet unproven approaches and technologies which aim to:
- Increase the number of people with TB (TB infection or active TB [drug-sensitive or -resistant]) who are diagnosed, started on treatment and reported to National TB Programs (NTPs),
- Decrease the time it takes someone with TB to receive appropriate treatment, and
- Improve adherence and treatment success for people started on anti-TB treatment.
TB REACH combines open, but targeted calls for proposals, fast-track financing and rigorous, external monitoring and evaluation (M&E) to rapidly produce results. Other donor agencies and/or national governments can then scale-up the successful approaches piloted by recipients of TB REACH funding to maximize their own investments and to accelerate progress in the fight to end TB.The Senior Administration Associate provides technical and administrative support services to the TB REACH team at the Secretariat, which currently manages a portfolio of more than 60 grants with a value of more than 30 million USD. The incumbent provides management support for an external monitoring and evaluation team of consultants, and organizes and provides support to a group of global experts who review all TB REACH applications. The role is to ensure the smooth functioning of the TB REACH initiative from the organization of contracts, meetings, procurement and travel. In close liaison with the Technical and Finance Officers of TB REACH while promoting the strategic aims of the Stop TB Partnership.
To be eligible for this position, you need to be a national of the country (EEA and EU citizens are also eligible) or have a valid working permit for Switzerland at the time of the application
1. Management Support
- Coordinates the monitoring and evaluation work of TB REACH by organizing meetings, travel, grantee site visits, payments and workflows for the external M&E team;
- Monitors and administers the external M&E payments in the TB REACH grant management system;
- Ensures compliance with UNOPS rules, regulations, policies and strategies for procurement services as part of the TB REACH grant application, decision making, and grant negotiation process;
- Organize and manage workshops and meetings, develop agendas, coordinate with partners on to ensure streamlining of plans on behalf of the TB REACH team;
- Co-ordinates and supervises processes and services in travel, events management, transportation services and office supplies for internal and external teams.
- Monitors team performance against donor agreements;
- Processes travel authorizations, documentation, payments for the team for country visits, meetings and workshops;
- Compiles data and researches information for planning of financial resources/administrative budget for administrative services;
- Provide backup assistance to other administrative staff in Stop TB Partnership, as requested;
- Any other tasks as required.
2. Team Management
- Lead communications in order to disseminate information and messages on behalf of the Team Leader and Technical Officers of TB REACH both internally and to external partners.
- For internal meetings: ensure schedule and room booking is done, agendas are developed, take minutes, and provide action points for follow-up.
- Provide oversight, ensuring compliance by team members with existing policies and best practices
3. Knowledge building and Knowledge Sharing
- Facilitate the flow of communication between teams, colleagues from the TB REACH side
- Organize, facilitate and/or deliver training and learning initiatives for new M&E and PRC members as well as other consultants on UNOPS travel and administrative procedures.
- Serve as focal point for social media communications for TB REACH grantees. Collects stories and images from external partners and works with the Communications team to produce social media content
- Provide link for external communications consultant to develop and maintain TB REACH website with updated information on grant performance and results;
- Collect feedback ideas, and information about internal Stop TB and TB REACH processes and best practices to improve productivity.
- Provide sound contributions to knowledge networks and communities of practice by synthesizing of 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 TB REACH Team’s ability to provide impactful grants to TB partners implementing grants to reach more people with TB and achieve successful treatment outcomes.These are linked to the Stop TB Partnership’s KPIs from TB REACH linked to timely and accountable delivery of grants and funding which promotes the image and credibility of Stop TB and TB REACH as an effective funder on TB innovation.
- Completion of secondary school is required.
- University Degree in Business Administration, Public Administration, Political Science, social science, economics, procurement or equivalent disciplines is desirable but not required.
- Administrative certification would be considered an asset.
- Minimum of six (6) years of relevant experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations. A Bachelor or Master degree may be considered in lieu of some or all the years of experience required.
- Experience in UN system organizations is desirable.
- Proficiency in computers and office software packages (MS Office) and experience in handling of web-based management systems is required.
- Experience in the use of Enterprise systems including OneUNOPS is desirable.
- Full working knowledge of English is required
- Knowledge of a second UN working language is an asset.
- 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: Fixed-term Appointment (FTA)
- Contract level: G6 (ICS-6)
- Contract duration: Fixed-term staff contracts - ‘One year initially, renewable subject to satisfactory performance and funding availability’
For more details about United Nations staff contracts, please follow this link:
- 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
- UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
- For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
- 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.
About the Organization
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.
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.