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1) Key Responsibilities: Under the overall guidance and supervision of the responsible officer, the Administrative Assistant is responsible for providing technical and programme support in an independent manner, and is assigned part or all of the following responsibilities:
Office Administration Provide assistance to the implementation of the programme activities, namely develop, support and assist with the organization of the meetings and activities of the UN JT on HIV/AIDS, seminars, workshops, trainings sessions, drafting Note for the Record, meeting minutes, agendas, hand-outs for the meeting, as required; prepare and/ or coordinate the preparation of field visits for the missions in cooperation with programme, NGIs and government departments, including drafting agendas and supporting documents for the UCD and other professional staff missions; maintaining programme/projects files for completed and ongoing activities, projects and regional projects together with electronic archive of project documents and reports as well as records , documents and control plans for the monitoring or projects/ programme implementation. Research, collect and compile statistical and other information from government offices, NGOs and international organizations and background information for use in discussions with eh government and other organizations in support of technical activities of the UNAIDs office and disseminating data and information as required. Provide administrative and general secretariat support, including but not limited to screening and distributing income correspondence and documents; drafting and finalizing correspondence on own initiative or as instructed; processing and following up on requests to and issues with governmental institutions, national and international organizations, associations, network of people Living With HIV (PLHIV), UN agencies and other partners in the country. Within the delegation of authority, liaise with officials from cosponsors and other partners on issuers related to the involvement of civil society on HIV/AIDS response, collaboration between UN agencies, national and international partners and civil society. Serve as focal point for all HR maters, financial matters and security matters, including but not limited to ensure that all staff and visitors receive basic and advanced training on security in the fields , and /or training on HF and VHF radio, and to facilitate briefing on the security situation by the country UNDSS, when appropriate ; process and /or oversee the processing of security clearance authorization for staff travel; the ongoing update of system radio calls on a weekly basis, and ensuring that staff member are identified and in touch with their supervisor. Brief and provide guidance to General Service staff assigned to the office, answering enquiries concerning administrative and financial rules and procedures, providing advice on and/or resolving problems on an ongoing basis.
Finance In compliance with UNAIDS financial rules and reporting policies, maintain and monitor financial records for the country office, ensuring accuracy of budget lines, records, receipts, payments, balances , expenditures and other data for day to day transactions, including but not limited to reviewing financial documents to record and reconcile expenditures, balances, payments, statement of accounts and other record for day to day transactions and reports; selecting and entering data from a wide variety of source, verifying accuracy and checking sources, making necessary calculations and ensuring the inclusion of all relevant data; identifying discrepancies in accounts and drawing the attention of and /or seeking advice from the supervisor and/or other staff members. Draft monthly and/or ad hoc reports for budget preparation and audits, and the preparation of annual budget, liaising with UNDP on procedures and regulations pertaining to the financial reporting. Brief and assist staff on basic financial procedures and requirements with respect to payments, entitlements, banking and currency control provision and other requirements relating to accounts and finance, providing advice on appropriate procedures to be observed by UNAIDS and other UN offices in the disbursement of funds as well provides guidance on the proper monitoring and effective utilization / handling of funds and other financial issues. Perform other related duties as assigned, including replacing and/or backstopping for others.
2) Linkages
3) Post requirements: Knowledge and Experience Education Essential: Completion of secondary school complemented by secretarial and administrative training, including ICDL (International Computer driving License) Core Certification. Desirable: Higher education: training or good knowledge of accounting practices.
Experience: Essential: A minimum of eight to nine years’ experience in secretarial and/or administrative positions, including experience in dealing with administrative issues, combined with experience in UNAIDS or WHO , including knowledge of its rules and procedures. Desirable:
Languages: Essential: Excellent knowledge of the official language of the duty station and the local language (where the local language is not an official language). Desirable: Knowledge of another UN official language
Functional / Technical Knowledge/ Skills Demonstrated Knowledge and skill with computer packages. Sound knowledge of UN secretarial and administrative rules, regulation, procedures and practices. Knowledge of UN security procedures. Ability to multitask and work under pressure.
4) UNAIDS Values
5) Core competencies
6) Managerial Competencies
Qualifying applicants should submit their applications, together with a Motivation letter and CV to the attention of the UNAIDS Country Director at the following email: sudanhr@unaids.org
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