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   ASSISTANT OFFICE ADMINISTRATION G5, KENYA (UNAIDS/24/TA2)

26 May 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/24/TA2
 
Title: Assistant Office Administration G5, Kenya
 
Grade: G5
 
Contract type: Temporary appointment
 
Duration of contract:  1 Year
 
Date: 26 February 2024
 
Application Deadline: 15 March 2024 Selection in Progress
 
Organization unit: AI/RSJ Regional Support Team, East and South Africa (AI/RSJ) /
AI/KEN Kenya (AI/KEN)
Nairobi, KENYA
 
Duty station:  Nairobi Kenya
 
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.
MANDATE OF THE DEPARTMENT:
The Eastern and Southern Africa 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 ESA 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 UNAIDS Country Office (UCO) in Kenya provides leadership and coordinates the expanded UN system response on a national level, scaling up rights-based HIV services for all, focusing on underserved populations including Key Populations, Women and girls, and locations most at risk. The UCO also works to ensure that equitable financing for the HIV response and broader health systems is available. It further 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. It strengthens the capacities of communities and their meaningful engagement in the national HIV response, processes and mechanisms. It provides support and technical guidance as necessary to national and county partners and policymakers.






Main tasks and Responsibilities of the Position:
Under the supervision of the Operations Officer in Kenya, the Assistant, Office Administration has the following key responsibilities:
1) General administrative support
a. Supports to answer queries concerning administrative, HR, financial and other rules and procedures, providing ongoing advice and/or resolving issues.
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 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 supplies and provides office troubleshooting and general 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 official personnel on travel.

2) Support to substantive programme and operational development and implementation
a. Provides assistance in the implementation of office 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 office substantive activities to facilitate preparation of reports, working papers, and presentations, under appropriate guidance.
c. Prepares contracts and obtains necessary approvals, monitors expiration dates, tracks payments and deliverables.
a. Within the delegation of authority, liaises with official contacts on administrative issues related to the involvement of government, donors, partners and beneficiaries. Serves as UCO alternate in interagency operations management team to support implementation of the business operational strategy in context of UN reform and implementation of the UNSDCF; in substantive activities as well as on issues related to collaboration with other UN agencies including the common back office initiative.

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 of UCO budget (programme and operations). 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.
c. Assists in budget preparation and audits, as instructed.
d. Perform other related duties as assigned, including replacing and/or backstopping for others.
REQUIRED QUALIFICATIONS
Education:
Essential: Completion of secondary education or relevant technical or vocational training

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.
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
Experience:
Essential: A minimum of five years of general office administration experience, including experience in dealing with financial and programmatic 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: Advanced level of English.

Desirable: Knowledge of additional UN official languages.
Additional Information:
Please note that for this vacancy, only nationals of Kenya are eligible to apply. You are required to reside within reasonable commuting distance of the UNAIDS office located in Nairobi.

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)
1,936 688 Kenya Shillings at single rate

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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