UNAIDS is an innovative United Nations partnership that leads and inspires the world in achieving universal access to HIV prevention, treatment, care and support.
UNAIDS' Cosponsors include
UNHCR, UNICEF, WFP, UNDP, UNFPA, UNODC, UN Women, ILO, UNESCO, WHO and the World Bank. Visit the UNAIDS Web site at www.unaids.org |
Vacancy No.: UNAIDS/07/FT40
Title: Assistant, Executive Office
Grade: G5
Contract type: Fixed-term Appointment
Duration of contract: Fixed-term appointment
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Date:
11 October 2007
Application Deadline:
7 November 2007
Vacancy Filled
Organization unit:
Executuve Office (EXO)
Duty station:
Geneva Switzerland
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MANDATE OF THE DEPARTMENT:
The Executive Office (EXO) provides vision, leadership and inspiration to UNAIDS, it highlights and drives emerging issues, focus areas and steers the organization, positioning it as a global leader on AIDS. The Executive Office facilitates communication and coordination within the UNAIDS Secretariat and broader UNAIDS and serves as a reference and intelligence hub.
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Main tasks and Responsibilities of the Position:
Under the guidance and supervision of the Director of the Executive Office (EXO), the Assistant to the Director performs the following key activities and responsibilities:
1) Coordinate all aspects of the logistics for the Director's travel:
- Update short- and long-term travel planner as well as SMT travel plan for the Director
- Request/propose itinerary; secure visas/clearances, ensuring that documents such as UNLP, passport are valid and take action to renew when necessary
- Compile travel information and travel file
- Upon return from mission deal with travel claims/payment request.
2) Proactively organize or participate in the organization of meetings and retreats, dealing with all administrative actions, including drafting agenda, preparing list of participants, sending invitations and other related actions.
3) Develop, maintain and regularly update registry files, issue and monitor contracts for the Speech writer and the Director (Agreement Performance Works (APWs), Programme funding agreements, Short Term contracts .)
4) To perform secretarial and administrative duties, dealing with incoming/outgoing correspondence, monitoring email messages, drafting responses, taking action where necessary, ensuring that the Director and other staff in EXO are kept informed exercising discretion and maintaining confidentiality. Secretarial duties include inter alia
- Christmas cards,
- Update of contact system,
- Circulation of reference materials,
- Filing (hard copy and electronic) and maintenance of chronological files in coordination with Administrative Assistant and all of EXO.
To perform other related responsibilities, including but not limited to replacing/backing-up staff in EXO and, workload permitting, provide support in the EXO team.
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| REQUIRED QUALIFICATIONS |
Education:
Essential: Completion of secondary school education or equivalent commercial school, complemented by secretarial and administrative training and training in the use of modern office technologies and office management software, such as Word, PowerPoint, Excel, Access, etc..
Desirable: Higher education an advantage.
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Competencies:
Good organizational and interpersonal skills with ability to interact professionally and effectively with staff and visitors at all levels in an international and multicultural environment. Proven capacity to work as a member of a team and promote team work, and to produce results under pressure. Tact, discretion and diplomacy.
Capacity and willingness to work in a proactive manner, including providing assistance in other areas of work when necessary. Ability to work under pressure.
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Experience:
Three to five years' experience in secretarial and administrative positions with at least two years in the UN System and/or familiarity with WHO/UN procedures. |
Languages:
Essential: Excellent knowledge of French and good working knowledge of English.
Desirable: Knowledge of another UN official language an asset
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Additional Information:
Please note that for General Service vacancies only residents of Geneva and surrounding area are eligible. Furthermore, we will only accept online applications for General Service vacancies.
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Annual salary:
(Net of tax)
at single rate
73 497 CHF with primary dependants
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Applicants will be contacted directly if selected for an interview. |
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| Applications from people living with HIV are particularly welcome. Applications from women and from nationals of non- and under-represented member states are particularly encouraged.
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Any appointment/extension of appointment is subject to the Staff Regulations and Rules of the World Health Organization (WHO) adjusted, as necessary, to take into account the particular operational needs of UNAIDS, and any subsequent amendments.
Only candidates under serious consideration will be contacted.
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Note: The paramount consideration in the appointment, transfer or promotion of staff is the necessity of securing the highest standards of efficiency, competence and integrity. The medical criterion for recruitment is fitness to work in the particular post. The United Nations HIV/AIDS Personnel Policy clearly stipulates that no staff and/or potential candidates shall be discriminated against on the basis of real or perceived HIV status. HIV infection, in itself, does not constitute lack of fitness to work. There is no obligation to disclose HIV-related personal information.
UNAIDS is committed to providing a work environment that respects the inherent dignity of all persons. UNAIDS has a responsibility to take all appropriate steps to prevent and respond to discrimination, abuse of authority, and harassment, including sexual harassment in the workplace or in connection with work. UNAIDS has zero tolerance towards abusive conduct. |
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| Please visit UNAIDS's e-Recruitment website at: https://erecruit.unaids.org to review and apply to positions. The system provides instructions for online application procedures. |
| All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. |
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Vacancy Filled |
This vacancy is shown for viewing only. It is not currently open for applications
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UNAIDS has a smoke-free environment
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