Operations & Administrative Officer

The 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 coordination 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.

Under the supervision of the Operations and Admin specialist the role provides support to the RBM Secretariat Operations, focusing on procurement, grant management, administrative and logistical support.

Functional Responsibillities

Procurement and Grant Management

• Under the supervision of the Operations and Admin specialist coordinates RBM procurement processes, including conducting market research, drafting TORs and other solicitation documents, participating in evaluations and contract management.
• Support the different stages of procurement process for goods and services for the RBM Partnership including preparation of Request For Quotations(RFQ), Invitation To Bid (ITB) or Request For Proposal (RFP), receipt of quotations, bids or proposals, their evaluation, negotiation of conditions of contracts in full compliance with UNOPS procurement rules and regulations.
• Process Purchase Orders (POs), performance of reconciliation activities on purchase orders such as closing and terminating POs. Focal point for any Inquiries on PO details and activities.
• , Support in the entire grant management process and grant closure including , preparation of award documentation, proper filing of documentation, updating of the grant tracking sheets, ensuring timely payments and drafting letters to grantees.. 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 payment to the supplier to ensure that all the payments are properly done within the relevant period and to avoid double payments and omission of payments.
• Support RBM human resources coordination as required specific to processing of contract extension for all CRSPC consultants as per the guidance from the CRSPC manager.,
• 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

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.
• Support in creation of vendor profiles for new suppliers/grantees in the UNOPS system
• Maintains and improves the assigned RBM Secretariat’s filing systems and ensure they that all documentation is up to date .
• Maintains asset inventory and takes necessary action when stocks are low/perishing.

Support in facilitating /coordinating trainings for RBM colleagues as per capacity gaps identified Communications and Networking

• Acts as the RBM focal point for Global Health Campus committees, as requested
• 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.
• Ensures an environment of professionalism and teamwork at all times, and setting 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.