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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/TASR1
Title: Assistant, Office Administration
Grade: G5
Contract type: Temporary Appointment under Staff Rule 420.4
Duration of contract: 12 months
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Date:
16 January 2024
Application Deadline:
30 January 2024
Selection in Progress
Organization unit:
AI UNAIDS Joint United Nations Programme on HIV/AIDS (AI)
AI/RSD Regional Support Team, West and Central Africa
Duty station:
Malabo Equatorial Guinea
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About UNAIDS:
Serving Communities and Countries to End Inequalities and AIDS
We, the Joint UnitedNations Programme on HIV/AIDS,leadthe 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 UNAIDS Country Office provides leadership and coordinates the expanded UN system response in the Country. 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 the Country. 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 Country Director, the Associate, Office Administration has the following key responsibilities:
1) General administrative support
a. Answers queries concerning administrative, HR, financial and other rules, and procedures, providing ongoing advice and/or resolving issues.Briefs and assists arriving and departing staff on basic administrative procedures and requirements
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 followingup on requests from internal and occasionally 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. Maintains stationary and other suppliesand provides office troubleshooting and general assistance support to staff in the office, as required.
e. 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.
f. If required, provides information and informal interpretation from/to the local language and other services for office staff and officialpersonnel on travel.
g. Establishes an office supplies monitoring system. Ensures that services and maintenance of premises and equipment are in accordance with organizational standards. Ensures update and reconciliation of Fixed Asset register and vehicle daily log and fuel consumption.
h. Keeps supervisor abreast of potential problem areas, makes recommendations for follow-up actions, prepares reports and evaluations on general administrative or specialized reports.
2) Support to substantive programme and operational development and implementation
a. Provides assistancein the implementation of department / division / office/programme/project substantive activities such as: assisting with the organization or coordination of meetings, seminars andtraining 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, under appropriate guidance.
c. Prepares contracts in timely manner and obtains necessary approvals, monitors expiration dates, tracks payments and deliverables.
d. Within the delegation of authority, liaises with official contacts on administrative issues related to the involvement of government, donors, partners and beneficiaries in substantive activities as well as on issuesrelated to collaboration with other UN agencies.
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. Selects and enters data, makes additional calculations and ensures inclusion of all relevant data; identifies discrepancies and seeks advice from supervisor and/or others, when necessary.Ensures payments to suppliers are done in timely manner.
c. Assists in budget preparation and audits, as instructed.
d. Perform other related duties as assigned, including replacing and/or backstopping for others.
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| 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 financial management.
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Competencies:
UNAIDS Values:
1. Commitment to the AIDS response
2. Integrity
3. Respect for diversity
Core competencies:
1. Working in Teams
2. Communication with Impact
3. Applying Expertise
4. Delivering Results
5. Driving Change and Innovation
6. Being Accountable
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Experience:
Essential: A minimum of five years of 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.
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Languages:
Essential: Fluency in Spanish and working knowledge of English and French.
Desirable:Knowledge of UN official languages.
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Additional Information:
Please note that for this vacancy, only nationals of Equatorial Guinea are eligible to apply. You are required to reside within reasonable commuting distance of the UNAIDS office located in Malabo.
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)
16917220 in CFA Francs 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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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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