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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/09/FT86
Title: Assistant, Director PEX
Grade: G5
Contract type: Fixed-term Appointment
Duration of contract: 2-year-appointment
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Date:
5 November 2009
Application Deadline:
4 December 2009
Vacancy Filled
Organization unit:
Office of Director, Partnerships and External Relations, Management and External Relations
Duty station:
Geneva Switzerland
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MANDATE OF THE DEPARTMENT:
The Office of Partnerships and External Relations (PEX) works to coordinate and strategically position the work of UNAIDS' Partnership, Board and UN Relations and Communications and Knowledge Sharing efforts in order to strengthen and fully resource the response to AIDS at all levels.
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Main tasks and Responsibilities of the Position:
1. Under the supervision of the Director, Partnerships and External Relations (PEX), coordinate the communication, documentation and internal organization of PEX Units:
- Draft routine internal and external correspondence in English and French; maintain a follow-up mechanism to ensure that all correspondence is answered in a timely manner, in line with the incoming communication. Correct correspondence and documents prepared by other staff for format, spelling and grammar, as needed. Assist in drafting/finalizing notes to the file and reports of meetings, as needed.
- Manage all communications for the Director, prioritizing and evaluating required action, forwarding to appropriate Units or individuals for follow-up, including the establishment of deadlines and tracking system to ensure completion in a timely manner.
- Screen the incoming mail, assign, distribute and route to other Units as required.
- Administer regular individual meetings between PEX Director and PEX Units Chiefs.
- Administer joint regular meetings of Director with PEX Units Chiefs, meetings between Director and PEX staff members, as necessary.
- Maintain regular contacts with other General Staff Service of the PEX Departments.
- Provide orientation and guidance to other General Service staff in coordination with the PEX Administrative and Financial Assistant.
- Provide travel and logistical support to staff working for the office of the Director, PEX Liaison office staff members when visiting Geneva, as needed.
- Provide logistical or administrative support to aids2031 activities, Programme Coordinating Board (PCB) meetings or various activities of the Department, back up for other General Service staff as necessary or requested.
- Coordinate students' visits to UNAIDS and make all necessary logistical arrangements.
2. For the Director, PEX:
Provide secretarial support:
- Administer the calendar of the Director.
- Administer flow of correspondence and communication to the Director, incoming and outgoing mail, following up on actions to be taken.
- Administer internal and external visits to the Director in a diplomatic and reliable manner.
- Maintain the Director's meeting and travel schedules, make logistical and other administrative arrangements as needed.
- Prepare travel folders and background materials for the meetings in and outside Geneva. Prepare travel claims for the Director.
- Maintain the Director's files. Update and strengthen the filing system, both electronic and hard copy files for the office of the Director. Determine the Director's needs and compile appropriate reference materials on a continuing basis, including through web searches, and in coordination with appropriate staff members.
- Assist in maintaining linkages between the Director's office, and other entities of the Secretariat.
- Organize teleconferences and video-conferences for the Director or PEX Chiefs as needed.
- Maintain good contacts with other departments in UNAIDS, with Cosponsors and senior staff in the UN Secretariat, other UN bodies and external partners, especially in terms of telephone and email follow-up in a responsible, mature and reliable manner.
- Screen the Director's telephone calls and incoming mail in his absence, forward them as appropriate, bring them to the attention of the acting Director for his or her decision, making sure appropriate action is taken in a timely manner and keep the Director informed of urgent business.
- Inform the Programme of the name of the acting Director in the Director's absence.
Perform any other duties as requested by the Director, PEX.
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| REQUIRED QUALIFICATIONS |
Education:
Essential : Completion of secondary school and training in secretarial and office systems. |
Competencies:
Fully proficient in computer systems and programmes, including Word, Excel and PowerPoint. Knowledge of ERP an asset.
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Experience:
Essential: Five to seven years' secretarial experience, preferably 3-4 within the UN.
Desirable: Familiarity with WHO/UN procedures in the area of administration. |
Languages:
Excellent knowledge of English and French.
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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 ICDL (International Computer Driving Licence). The test includes tasks on Microsoft Office software (Word, Excel, Outlook and PowerPoint, etc) required in an office environment at UNAIDS.
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Annual salary:
(Net of tax)
73865 CHF at single rate
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Applicants will be required to take a test. 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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UNAIDS has a smoke-free environment
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