ABOUT 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 (DNCD)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.

FUNCTIONAL RESPONSIBILITIES

The Finance and Administration Associate will be responsible for the following duties:

1. Budgeting and Accounting functions: 

• Liaises with field-based colleagues and senior management throughout the organization on all Budgetary and Financial functions of the Partnership and its country offices and subsidiaries.
• Establishes new projects in the ERP, prepares project budgets and allocations based on the requirements of Programme units/ Practice pillars and the subsidiaries.
• Maintains staffing table and monitors funding availability for ongoing monthly payroll requirements.
• Monitors budget implementation versus expenditure; Assists the Chief Financial Officer in the preparation/finalization of budget performance reports, performing preliminary analysis of variances between approved budgets and actual expenditures; highlights significant variances to the programme units, recommending reallocation of funds as may be required.
• Assists in the preparation of DNCD’s annual budgets as well as finalizing the budget submissions, assists Programme managers / Practice leads in the planning of resource requirements for respective budget submissions.
• Reviews donor agreements and assist in the setting up of programme / donor budgets in the ERP system.
• Monitors and collaborates with program areas for timely submission of financial reports from Implementing Partners as per agreements, reviews and validates for completeness and accuracy of the submitted financial reports and make accounting entries as required.
• Preparing and monitoring commitments (encumbrances), including initiation of required setups of information related to donors, personnel, vendors, implementing agents etc.
• Assuring the completeness of supporting documents and verifying all the required approvals, certification of receipts of goods/services etc for the completeness and preparing payment vouchers.
• Preparing deposit applications and invoices based on donor agreements and requirements of programme / project units.
• Recording utilisation, reconciling and initiating replenishment of the monthly accounts for DNCD’s field/ country offices, programmes and workshop accounts
  Monitoring the contracts of consultants under the assigned projects / units and making payments in accordance with the signed contracts.; monitoring the end dates of contracts for the due diligence required for settlements / clearances for the final payments.
• Reviewing the quarterly status of unliquidated obligations (POs) and take appropriate actions in coordination with the programme/ unit managers.
• Undertake monthly bank reconciliations and take corrective actions for unreconciled items.
• Timely and periodically reviewing accounts for accuracy and completeness in the posting of various financial modules
• Supporting the preparation of DNCD’s Financial Statements, responses to audit requirements, drafting related communication and proposing corrective actions to address audit recommendations.
• Researching/compiling data and other information required by the Chief Finance Officer in the review and analysis of relevant proposals.
• Liaise with the relevant internal and external stakeholders as required.

1. 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.
• Reviews, validates and processes settlement of travel claims.
• Regularly reviews travel authorizations issued; cancels and closes as deemed appropriate.
• Performs other duties as maybe assigned from time to time.

1. 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.
• Support Programme personnel 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 programme personnel, ensuring compliance with policies and procedures.
• 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.
• Serve as primary liaison with service providers to ensure that the office facilities are in good order, including office supplies, equipment maintenance, leases, insurance, and vendor management.

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.

COMPETENCIES:

• 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.

QUALIFICATIONS:

Note: The candidate should be eligible to work in Switzerland. Swiss or EU citizenship or a valid work permit for Switzerland at the time of application is a pre-requisite.

APPLICATIONS

Send your CV and a motivation letter explaining how you think your skills and experience make you a strong candidate for this position to secretariat@defeat-ncd.org

Deadline for applications: 31st March 2025. 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