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/08/FT8
Title: Administrative Assistant
Grade: G5
Contract type: Fixed-term Appointment
Duration of contract: Fixed-term appointment
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Date:
11 January 2008
Application Deadline:
6 February 2008
Vacancy Notice Cancelled
Organization unit:
Executive Office
Duty station:
Geneva Switzerland
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MANDATE OF THE DEPARTMENT:
The Executive Office 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. The staff of the Executive Office support the EXD and DXD in their leadership, advocacy and management functions.
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Main tasks and Responsibilities of the Position:
This function will be a dedicated function to the DXD, although workload permitting there may be times the incumbent is called upon to support the work of the EXO team. Under the guidance and supervision of the Director of the Executive Office and the Deputy Executive Directors the Administrative Assistant to Deputy Executive Director will perform the following key activities and responsibilities:
1. Manage the day to day, weekly and monthly schedules of the Deputy Executive Director (DXD).
2. Provide the interface with external and internal stakeholders/clients with respect to the schedule and travel of the DXD.
3. Manage DXD phone calls in English and French. Screen large volume of callers, deal with requests/problems or reroute calls as appropriate.
4. Organise meetings, video and teleconferences being held in Geneva with a wide range of senior officials.
5. Schedule and manage conference calls including during DXD travels.
6. Coordination of DXD use of the official car.
7. Compile briefing for DXD ensuring all documentation needed is provided and correctly organized.
8. Receive visitors visiting the DXD.
9. All incoming and outgoing correspondence.
a. Opening/stamping/logging in, out, circulation and follow up
b. Designation of action
c. Preparation and finalization of correspondence in English and French for DXD.
d. Preparation and finalization in English and French of standard letters of acceptance/decline for meetings held in Geneva and abroad
e. Setting up of a reliable chrono and follow up systems
10. Handle a large variety of daily problems related to DXD's intensive schedule, requiring quick decision-making and problem solving.
11. Handle DXD out tray, rerouting/distributing as appropriate.
12. Monitor DXD's hospitality allowance and related payment requests
13. Participate in EXO meetings
14. Participate in UNAIDS-wide activities to establish/revise secretarial operating practices, quality and productivity standards and communication flows with a view to streamlining processes and enhancing services. Provide information throughout in terms of the quality standards of EXO.
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| REQUIRED QUALIFICATIONS |
Education:
Completion of secondary school. Office Administration training to diploma level or equivalent experience. Training and experience with microcomputers. |
Competencies:
Computer literacy (Word, Excel, Power Point). Basic accounting.
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Experience:
Extensive experience in an administrative/secretarial position within the UN. Familiarity with WHO/UN procedures in the area of administration. |
Languages:
Excellent knowledge of English and French
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Annual salary:
(Net of tax)
at single rate
73497 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 Notice Cancelled |
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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