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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/FT67
Title: Assistant, Office of the Chief Scientific Adviser to UNAIDS (CSO)
Grade: G5
Contract type: Fixed-term Appointment
Duration of contract: Fixed term appointment
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Date:
20 June 2008
Application Deadline:
16 July 2008
Vacancy Filled
Organization unit:
Evidence, Monitoring and Policy Department (EMP)/Office of the Chief, Scientific Adviser to UNAIDS (CSO)
Duty station:
Geneva Switzerland
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MANDATE OF THE DEPARTMENT:
The Mission of the Office Chief Scientific Adviser to UNAIDS is to enhance the capacity of UNAIDS staff to support country, regional, and global action through scientific evidence synthesis, strategic inputs to policy formulation and programming, and timely knowledge translation leading to improved understanding among stakeholders of the epidemics and key components of effective responses.
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Main tasks and Responsibilities of the Position:
Under the supervision of the Chief Scientific Adviser to UNAIDS (CSA), the incumbent provides administrative support to the Office of the Chief Scientific Adviser.
1. Secretarial: Screen incoming calls, emails, and correspondence and handle telephone queries, taking appropriate action in consultation with the Chief Scientific Adviser. In the absence of the latter, consult with Research Officer if relevant or take action based on own judgment and initiative. Maintain the filing system for the Office of the Chief Scientific Adviser to UNAIDS. Manage the calendar of the Chief Scientific Adviser; organize meetings with internal and external partners; prepare day file and ensure, wherever feasible, that the Chief Scientific Adviser has adequate background materials prior to all meetings.
2. Related Administrative Responsibilities: Coordinate requests for responses to scientific matters from EXO and responses to administrative matters from DXD Programme and Director, EMP. Coordinate responses to requests for scientific and strategic information from internal and external partners, along with requests from the media for interviews, to ensure that these requests are dealt with-expeditiously. Ensure that requests for the scheduling of meetings, interviews, invitations to meetings, etc. addressed to the Office of the Chief Scientific Adviser are dealt with expeditiously. Draft and prepare correspondence based on instructions from the Chief Scientific Adviser, or on own initiative. Proof-read and edit general correspondence before signatures by the Chief Scientific Adviser. Perform informal translation of and proof-read technical presentations from English to French. Handle all aspects of travel arrangements for the Office of the Chief Scientific Adviser, including preparation of travel files with complete briefing materials.
3. Budget: Assist in drawing up the budget for the Office of the Chief Scientific Adviser (CSO); track implementation rates for various budget subcategories in collaboration with the Administrative Assistant, EMP. Track extra budgetary spending; prepare draft reports to donors; and liaise with administrative staff of funding agencies.
4. Contract: Preparation of Programme Review Committee proposals and Letters of Agreement for signature by the Chief Scientific Adviser; manage Agreement for Performance of Work contracts with external parties, tracking deliverables and payments by maintaining a database to monitor status of contracts and unliquidated obligations; and represent the CSO at relevant administrative meetings.
5. Personnel: In close cooperation with HRM, monitor the contractual status of CSO staff; drawing to the attention of the Chief Scientific Adviser contract ending dates in a timely manner; initiate extensions where necessary, monitor due dates of performance evaluation reports; advise members of the CSO regularly on general administrative procedures; and update absence chart and the contact system.
6. Meetings: Monitor plans for consultations organized or supported by CSO including conference calls and video links for working groups; compile CSO inputs for the Weekly Preview; coordinate meeting participant travel and accommodation plans, logistical arrangements, preparation of background documentation, supervise administrative arrangements for meeting conduct, and meeting follow-up, including preparation of reports. Organize weekly CSO meetings; draw up the agenda and supporting documentation; prepare notes for the records and action plan.
8. Web management: Manage the UNAIDS HIV This Week blog site; as a member of the production team, format drafts of HIV This Week; post final versions of HIV This Week issues on the UNAIDS website using the Dreamweaver programme, labelling with blog tags allowing site searching; and alert CSO staff to posted comments.
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| REQUIRED QUALIFICATIONS |
Education:
Completion of secondary school, and training in secretarial and office systems to diploma level.
Desirable: University degree with scientific background interest. |
Competencies:
Computer literacy, basic accounting skills, database user, internet and "blog management" skills.
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Experience:
Five to seven years of secretarial experience with sound knowledge of secretarial/administrative rules, regulations, procedures and practices and familiarity with WHO/UN administrative procedures. |
Languages:
Excellent knowledge of English and French. Desirable: Knowledge of another UN official language.
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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.
Further, employment with UNAIDS is subject to successful completion of the WHO Inbox test. The test includes tasks on Microsoft Office software (Word, Excel and PowerPoint), as well as other secretarial and office tasks usually required in an office environment at WHO/UNAIDS.
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Annual salary:
(Net of tax)
73 865 CHF at single rate
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Applicants will be contacted directly if selected for an interview. |
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. |
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. |
UNAIDS is committed to providing equity of access to employment, advancement and retention in UNAIDS, recognizing that it is in the interest of UNAIDS to recruit and maintain a diverse and skilled workforce that is representative of the diverse nature of society, which includes persons with disabilities. It is therefore the policy of UNAIDS to actively promote equity of access to employment opportunities within UNAIDS for persons with disabilities.
UNAIDS undertakes to provide reasonable accommodation necessary to enable a person with a disability to access employment opportunities, enter into and remain in employment within UNAIDS. The principle of reasonable accommodation applies to all aspects of employment, including recruitment, selection and appointment. |
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. |
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| 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 |
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