Administrative Assistant

Administrative Assistant

Application deadline closed.

Job Description

The Defeat-NCD Partnership



Launched as a 'public-private-people' partnership at the 73rd United Nations General Assembly in New York on 24th September 2018 with the strong support of the World Health Organization, The Defeat-NCD Partnership was set up as the practical response to the widespread call for action on non-communicable diseases (NCD). The Partnership envisions universal health coverage for NCD.  To achieve that, the Partnership's core mission focuses on assisting low resource countries to scale-up action on NCD through: (i) national capacity building; (ii) community scale-up of NCD services; (iii) affordability and accessibility of essential NCD supplies; and (iv) financing for country-level NCD programming.

The Defeat-NCD Partnership has been hosted by the United Nations since its original set up, with an international mandate to include governments, multilateral agencies, civil society, academia, philanthropies, and the private sector. In 2023 it has been established as an independent organization headquartered in Geneva, in accordance with Articles 60 et sequent of the Swiss Civil Code.

The Partnership's current strategy's timeframe is up to 2030 as that is the universally agreed period for advancing the Sustainable Development Goals (SDGs). The Partnership's efforts are aimed specifically at SDG 3.4 i.e. the reduction by one-third of premature mortality from NCD through prevention and treatment.

NCD and poverty are strongly inter-connected and the SDGs also drive the Partnership's principal values, especially that of equity through aiming to "leave no one behind" and proactively reaching out to the most needy and vulnerable.


The Programme Assistant will be responsible for the following duties:

Grant processing and procurement 

  • Collaborate closely with staff responsible for the supervision of grants and procurements which are critical to the delivery of DNCD programme 
  • Provide support to Task Managers with the preparation of documents and fulfilment of key steps and processes required throughout the life cycle of a grant according to DNCD Standard Operating Procedures and Grants Manual.
  • Provide first-level assistance to Task Managers with the drafting of terms of reference/specifications using standard templates, for the procurement of goods and services. Assist Task Managers with the preparation and monitoring of payments to suppliers.

Budgeting and financial management 

  • Assist Task Managers in the preparation of budgets and cost estimates as input to the annual/multi-year Workplan and to new business development opportunities. Based on the information provided by Task Managers, prepare clear and well-prepared financial information in Excel. 
  • Assist Task Managers in the monitoring of their budgets against the annual/multi-year work plan and against budgets agreed with donors for specific global and country/city programme operations. Extract information and monitor accounting records in oneUNOPS to ensure accuracy. 
  • Research and extract relevant financial and other information to support the Task Manager in work planning and implementation.
  • Liaise with the relevant internal and external stakeholders as required.

Events, travel, and logistics 

  • Work with, and support, teams responsible for the organisation of events in Geneva and in other countries. Contribute to the planning of these international events and for specific events take responsibility for the logistics to ensure the event is delivered to high standards and stakeholder satisfaction. 
  • Work closely with Task Managers by providing support with the organisation of complex and/or multi-destination missions that require significant preparation, especially in countries and secondary cities where local contexts and conditions are challenging. 
  • Provide support for the preparation of missions and travel authorisations following standard procedures. Assist with the planning and analysis of trends and expenditures related to travel.  

Administration and general support 

  • Assist in the preliminary processes required to recruit interns/consultants/personnel for DNCD as per the HR requirements. Liaise with the Human Resources officer as required.
  • Process a range of workflow transactions as required ensuring speed, accuracy, quality and consistency.
  • Support Task Managers with the retrieval of key information from databases and other sources. Ensure relevant documents and records are filed systematically and consistently according to agreed internal standards to facilitate teamwork.
  • Prioritise and organise work to ensure services required are delivered to high standards of effectiveness and efficiency. Provide practical, solution-oriented follow-up and support to meet the needs of Task Managers, ensuring compliance with policies and procedures. Contribute to effective teamwork and propose and implement ideas that will improve the efficiency of DNCD’s daily operations. 
  • Keep up to date with all new developments of policies, rules and tools regarding budgeting, financial management and accounting, HR, procurement, and travel. Consult as necessary with internal and external stakeholders.

Results Expected:  Demonstrates effective and independent handling of the administrative and office support requirements for DNCD. Establishes effective office procedures and systems.  Provides timely tracking and monitoring of processes, and deadlines and initiates quality control of key outputs and appropriate follow-up actions, etc.   Demonstrates initiative in identifying and resolving problems in the context of work assignments and functions.  Effectively supervises mentors and trains office support staff.    Discretely handles highly confidential and sensitive matters.  Appropriately applies relevant policies, guidelines, procedures, and processes.  Effectively functions as a key communications link and liaison with a broad range of internal and external contacts, many of which are at senior levels.   


  • Professionalism: Knowledge of financial and budgetary principles and practices, budget development and financial administration of resources. Ability to develop budgetary policies, procedures, and new programmes. Ability to formulate new strategies and technical approaches to budgetary matters. Demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines, and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
  • Communication:  Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style, and format to match audience; demonstrates openness in sharing information and keeping people informed.
  • Teamwork:  Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts by final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
  • Planning& Organizing:  Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
  • Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within the prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her shortcomings and those of the work unit, where applicable.
  • Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.
  • Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to the client.
  • Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows a willingness to learn from others; seeks feedback to learn and improve.
  • Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows a willingness to learn new technology.





First university degree with specialized secretarial or office management training. 

A vocational or senior school certificate with additional qualifying experience may be considered instead of a university degree.




5 years of progressively responsible secretarial, administrative, and programme support experience is required at the international level. Experience in the usage of computers and Microsoft Office software packages and handling of web-based management systems is essential.


Language Requirements:


Fluent English and French required.

The candidate should be eligible to work in Switzerland.


Send your CV and a motivation letter explaining how you think your skills and experience make you a strong candidate for this position to

Deadline for applications: 31 March 2023. Applications received will be evaluated on a rolling basis and application submission for this position may close early if we have enough suitable applicants.

Only short-listed candidates will be contacted.