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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/22/FT18
Title: Executive Associate, South Africa
Grade: G6
Contract type: Fixed-term Appointment
Duration of contract: Two years
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Date:
1 April 2022
Application Deadline:
23 April 2022
Vacancy Filled
Organization unit:
AI/RSJ Regional Support Team, East and South Africa (AI/RSJ)
Office of the Regional Support Team
Duty station:
Johannesburg South Africa
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MANDATE OF THE DEPARTMENT:
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.
The Regional Support Team for Eastern and Southern Africa (RST ESA) 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), RST ESA 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.
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Main tasks and Responsibilities of the Position:
Under the supervision of the Executive Officer, the incumbent performs the following functions:
1 - General administrative support
a) Support the efficient/smooth organization and functioning of the Regional Director's office, with particular attention to day to day, weekly and monthly schedules and acting as first line interface with staff members and external stakeholders with respect to the schedule, travel and workload of the Regional Director.
b) In close collaboration with RST and UCO staff, act as entry point for requests and manage the daily calendar and schedule of the Regional Director for all engagements, liaising with UNAIDS staff and external partners;
c) Manage incoming/outgoing correspondence and monitor email messages, drafting responses of non-technical nature or preparing responses in final form; prioritize and taking action where necessary; exercising discretion and maintaining confidentiality. Manage the Regional Director's phone calls; screen callers, deal with requests, or reroute calls as appropriate.
d) Effectively manage all incoming hard copy and electronic correspondence addressed to the Regional Director; identify those requiring urgent attention, preparing standard replies; maintain folder of invitations and track status of follow-up.
e) Responsible for smooth logistics for virtual and in person engagements of the Regional Director.
2 - Travel and logistical support
a) Take a lead role for the organization of meetings (e.g. staff meetings, working groups or other events), proactively dealing with all administrative and travel aspects, circulating agendas with relevant information, and flagging any issues to the Executive Officer.
Work closely with RST and UCO staff to ensure efficient sharing of information and collaboration, and to compile briefings for the Director, ensuring all documentation needed is correctly organized and provided in a timely manner. Respond to queries and demands for information and support.
b) Coordinate all travel logistics for the Regional Director and accompanying traveler, overseeing the preparation of travel authorizations, travel claims, visas, transportation and hotel arrangements etc; monitors the preparation and control of the budget for each mission, tracking and reconciling expenditures; compiles briefing materials for inclusion in the Regional Director's travel folder; maintains information systems to record and monitor the travel of the Regional Director?
c) Compile briefing materials for inclusion in the Regional Director travel folder, liaising with HQ departments, field staff, and internal and external partners;
d) Review content of trip folder to ensure it is complete and corresponds to the programme of the visit;
3 - Monitoring support
a) Design and maintain information systems, such as charts, tables, Excel spreadsheet planners, matrices, to record and monitor the travel of the Regional Director;
b) Monitor Regional Director's hospitality allowance and related payment requests.
c) Ensure efficient secretarial operating practices, quality and productivity standards and communication flows with a view to streamlining processes and enhancing services.
d) Perform other related responsibilities as assigned, including replacing and backstopping for others.
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| REQUIRED QUALIFICATIONS |
Education:
Essential: Post-secondary paraprofessional training or certification in an area related to office administration and/or other work-related areas.
Desirable: Higher education; training or good knowledge of accounting practices. |
Competencies:
UNAIDS Values:
- Commitment to the AIDS response.
- Integrity
- Respect for diversity
Core competencies:
- Working in teams
- Communicating with impact
- Applying expertise
- Delivering results
- Driving change and innovation
- Being accountable
Managerial competencies:
- 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 administrative issues, logistics, travel and contract management.
Desirable: Knowledge of and experience with UNAIDS or WHO administrative policies.? |
Languages:
Essential: Advanced level of English?
Desirable: Knowledge of additional UN official languages, preferably French and Portuguese
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Additional Information:
Please note that for this vacancy only nationals of South-Africa and legal residents holding a valid residence or work permit are eligible to apply. A valid passport will be requested. 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)
382742 Rand 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. |
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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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