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   ASSOCIATE, OFFICE ADMINISTRATION, NEW YORK (UNAIDS/22/FT57)

13 June 2024
 
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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/FT57
 
Title: Associate, Office Administration, New York
 
Grade: G6
 
Contract type: Fixed-term Appointment
 
Duration of contract:  Two years
 
Date: 12 August 2022
 
Application Deadline: 15 April 2023 Selection in Progress
 
Organization unit: AI/OEX Executive Office (AI/OEX) /
AI/LIA Liaison Offices (AI/LIA)
 
Duty station:  New York United States of America
 
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 UNAIDS Office in New York (NYO) works at the political level to help unite the work in responding to HIV and AIDS and towards our strategic goals. We have four strategic objectives around accelerating progress around SDGs, ensuring that the response to AIDS continues effectively until AIDS no longer poses a global public health threat, ensuring that we are adaptable and ready to change to better meet the challenges of today and tomorrow, and finally, to increases visibility and understanding of the Global response to AIDS. We do this by engaging with partners and stakeholders in New York, our co-sponsors, the General Assembly, the Economic and Social Council (ECOSOC), the UN Secretariat, Permanent Missions, civil society organizations, academia, and the private sector.

In addition to coordinating systematic follow-up to political commitments made by the General Assembly in the 2021 Political Declaration on HIV/AIDS, the NYO provides oversight to UNAIDS close alignment to Our Common Agenda. The NYO also organizes thematic briefings, panel discussions, exhibits and WAD events in collaboration with cosponsors and other partners. The NYO is part of the Executive Office (EXO).
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 department / division / 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.
REQUIRED QUALIFICATIONS
Education:
Essential:
- Completion of secondary education.

Desirable:
- Post-secondary or paraprofessional training or certification in an area related to office administration and/or UNAIDS work and/or accounting and financial management and/or IT and/or communication and/or English as a second language.
Competencies:
UNAIDS Values:
1. Commitment to the AIDS response
2. Integrity
3. Respect for diversity

Core Competencies:
1. Working in teams
2. Communicating with impact
3. Applying expertise
4. Delivering results
5. Driving change and innovation
6. Being accountable
Experience:
Essential:
- A minimum of six years of progressively responsible general office administration experience, including experience in dealing with financial matters.
- Knowledge of and/or familiarity with the administrative processes of international organizations.

Desirable:
- Knowledge of and experience with UNAIDS or WHO administrative policies
Languages:
Essential:
- Proficiency in English.

Desirable:
- Knowledge of additional UN official languages.
Additional Information:
Please note that for this vacancy only nationals of the USA and legal residents holding a valid residence or work permit areeligible 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.
Annual salary: (Net of tax)
53997 US dollars at single rate

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.

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.

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.
Selection in Progress

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