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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/24/FT15
Title: Associate, Office Administration, Uganda
Grade: G6
Contract type: Fixed-term Appointment
Duration of contract: 2 Years
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Date:
27 May 2024
Application Deadline:
10 June 2024
Selection in Progress
Organization unit:
AI/RSJ Regional Support Team, East and South Africa (AI/RSJ)
Kampala, Uganda
Duty station:
Kampala Uganda
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About UNAIDS:
Serving Communities and Countries to End Inequalities and AIDS
We, the Joint United Nations Programme on HIV/AIDS, lead the global effort to end AIDS as a public health threat by 2030. By
placing the Sustainable Development Goals (SDGs) related to reduction of inequalities at the heart of our work, we lead the
global response to AIDS by: (i) maximizing equitable and equal access to HIV services, (ii) breaking down barriers to achieving
HIV outcomes, and (iii) integrating efficient HIV responses into wider health and protection systems.
We are committed to creating an equal, safe and empowering workplace culture where all people in all their diversity thrive. We
live our values of Commitment to the AIDS Response, Integrity and Respect for Diversity. You can access the full UNAIDS
Competency Framework at www.unaids.org.
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MANDATE OF THE DEPARTMENT:
The Regional Office provides leadership and coordinates support for an expanded UN system response to ending the AIDS
epidemic at regional and country level. It steers, promotes and supports regional and national partners and the UN system
towards ending AIDS as a public health threat by 2030. Using an equity and equality lens as part of the Sustainable Development
Goals (SDGs), the Regional Office promotes effective use of strategic information of the epidemic trends and the status of its
response and provides technical leadership on people-centered HIV prevention and response in the region focused on key
populations and locations most at risk.
The Country Office provides leadership and coordinates the expanded UN system response in Uganda. Using an equity and
equality lens as part of the Sustainable Development Goals (SDGs), the Country Office scales up HIV services focused on key
populations and locations most at risk. The Country Office promotes effective use of strategic information to better understand
and track the epidemic and its trends, and to measure progress and sustainable impact of the response in Uganda. It supports
efforts to strengthen the capacities of communities and their meaningful engagement in health, social protection, and human
rights mechanisms, and provides intellectual support and technical guidance as necessary to national partners and policymakers.
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Main tasks and Responsibilities of the Position:
Under the supervision of the responsible officer, the Associate, Office Administration has the following key responsibilities:
1)General administrative support
a.Ensures the smooth running of the office by maintaining close contact with a broad range of staff at all levels throughout
UNAIDS. Serves as a focal point for all HR, financial, security and facility management matters, answers queries and provides
ongoing advice and/or resolves issues. When required, prepares administrative guidelines and ensures their implementation and
conducts meetings to brief other staff on new and/or revised rules and procedures.
b.Ensures that all necessary administrative authorizations are obtained, that all mandatory requirements are fulfilled and that all
relevant UNAIDS systems and registers are maintained up to date and to standard.
c.Provides administrative support and general office assistance, including but not limited to collecting, screening and distributing
incoming correspondence and documents, processing and following up on requests from and to a broad range of internal and
external partners including UNAIDS, governmental institutions, national civil society organizations, UN agencies and other
international organizations, and other institutional stakeholders.
d.Maintains office/programme/project files for completed and on-going activities in paper or electronic form for monitoring
purposes as required. Produces ad hoc administrative reports as required. Maintains stationary and other supplies and provides
office troubleshooting and general assistance support to staff in the office, as required.
e.On own initiative or as instructed, drafts or prepares in final version general and administrative correspondence. Checks
correspondence submitted for clearance for consistency, style, accuracy and compliance with corresponding rules and
procedures. Prepares presentations, edits documents or liaises with originators to eliminate deficiencies, when necessary.
2)Support to substantive programme and operational development and implementation
a.Provides assistance in the implementation of department / division / office / programme / project substantive activities such as:
assisting with the organization or coordination of meetings, seminars and training workshops; preparing notes, meeting minutes,
agendas, hand-outs and other materials for the events; preparing and/or coordinating office/programme/project travel plans and
visits for the responsible staff or external stakeholders.
b.Performs routine research activities, collects and compiles statistical and other qualitative and quantitative information from a
variety of sources on subjects relevant to the division/region// office / programme / project substantive activities to facilitate
preparation of reports, working papers, and presentations with minimal or appropriate guidance, as required.
c.Prepares contracts and obtains necessary approvals, monitors expiration dates, tracks payments and deliverables.
d.Within the delegation of authority, liaises with official contacts on administrative and organizational issues related to the
involvement of government, donors, partners and beneficiaries in substantive activities as well as on issues related to
collaboration with other UN agencies.
e.If requested, participates in meetings, committees, selection processes and alike undertaking administrative, organizational,
coordination or substantive - within the delegation of authority - arrangements, drafting documents and reports and providing
administrative procedural advice.
3)Financial transaction and monitoring support
a.In compliance with UNAIDS financial rules and reporting policies, carries out transactions using the designated corporate
platforms and systems, ensuring accuracy of budget lines, records, receipts, payments, balances, expenditures and other data.
b.Maintains and monitors financial records and daily transactions, including but not limited to reviewing financial documents to
record and reconcile expenditures, balances, payments, statement of accounts and other records. Selects and enters data,
makes additional calculations and ensures inclusion of all relevant data; checks sources and verifies accuracy; identifies
discrepancies and remedies these, seeking advice from supervisor and/or others, when necessary.
c.Draft reports for budget preparation and audits.
d.Brief and assist staff on basic financial procedures and requirements with respect to payments, entitlements, banking and
currency control provisions and other requirements relating to accounts and finance. Within the delegation of authority, provides
advice on appropriate procedures to be observed in the disbursement of funds and in monitoring and effective fund utilization.
e.Perform other related duties as assigned, including replacing and/or backstopping for others
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| REQUIRED QUALIFICATIONS |
Education:
Essential: Post-secondary paraprofessional training or certification in work-related areas.
Desirable: Higher education, training in accounting practices.
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Competencies:
UNAIDS Competencies
UNAIDS Values:
Commitment to the AIDS response
Integrity
Respect for diversity
Core competencies:
Working in Teams
Communication with Impact
Applying Expertise
Delivering Results
Driving Change and Innovation
Being Accountable
Managerial competencies:
Vision and strategic thinking
Leading Teams
Building Relationships and Networks
Developing and Empowering Others
Managing Performance and Resources
Vision and Strategic Thinking
Exercising Sound Judgement
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Experience:
Essential: A minimum of six years of progressively responsible general office administration experience, including experience in dealing with financial matters.
Desirable: Knowledge of and/or familiarity with the administrative processes of international organizations. Knowledge of and experience with UNAIDS or WHO administrative policies.
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Languages:
Essential: Advanced level of English
Desirable: Knowledge of additional UN official languages.
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Additional Information:
Please note that for this vacancy, only nationals of Uganda are eligible to apply. You are required to reside within reasonable commuting distance of the UNAIDS office located in Kampala.
Furthermore, only online applications will be accepted.
Other similar positions at the same level may be filled from this vacancy notice.
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Annual salary:
(Net of tax)
84, 068 Uganda Shillings at single rate
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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. |
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. |
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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Selection in Progress |
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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