Assistant Office Administration

Joint United Nations Programme on

Beijing, China

Experience: 5 to 10 Years

Skill Required: HR and Admin

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. 

Mandate Of The Department:
The Executive Office (EXO) provides vision, leadership, and inspiration to UNAIDS. It highlights and drives emerging issues, focuses areas of work, and steers the organization - positioning it as a global leader on ending AIDS. In performing these functions, EXO facilitates communication and coordination within UNAIDS and with partners while serving as a reference and intelligence hub. EXO is responsible for maintaining effective management practices within the organization to ensure the efficiency and effectiveness of its operations.

Multilateral Systems is located within the Executive Office (EXO). It is a newly formed team set up to strengthen UNAIDS strategic engagement across the multilateral system, strengthening UNAIDS role as a frontrunner and incubator of UN reform and sharing lessons learnt from the unique inclusive governance model of UNAIDS for crises of our times (climate change, pandemics, systemic racism etc.). The team includes the New York and African Union Liaison Offices located in New York and Addis Ababa respectively as well as Office in China. Together this enables a joined-up political and strategic engagement across the multilateral system and relevant inter-governmental spaces.

The UNAIDS Regional Office for Asia and the Pacific 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 UNAIDS Regional Office for Asia and the Pacific 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.

Under the overall leadership and guidance of the UNAIDS Executive Director, and supervision of the Director of Multilateral Systems in the Executive Office-in close consultation with the Resident Coordinator (RC) who retains the overarching leadership and authority to strategically position the UN system in China and beyond, and the Director of Regional Support Team (RST) for the Asia and Pacific who provides leadership and coordinates support for an expanded UN system response to ending the AIDS epidemic at regional and country level-the UNAIDS Office in China functions to perform a set of triple mandates: liaison function, global outreach and country support.
  • Liaison function: Build, strengthen and sustain the relationship between UNAIDS and the emerging international development institutions and mechanisms of China, to ensure achieving the Global AIDS Strategy and Political Commitment Declaration for 2021-2026, and the goals of ending AIDS as a public health threat by 2030 and leave no one behind, as part of the Sustainable Development Goals (SDGs).
  • Global outreach and special initiatives: Promote the vision and corporate agenda of UNAIDS, and develop policy positions, strategies, special initiatives, and campaigns that support China's partnership with the rest of the world, focusing on China's south-south collaboration and global health diplomacy agenda and engagements.
  • Country support: Provide leadership and coordinate support for an expanded UN system response to support China's domestic HIV agenda towards ending AIDS as a public health threat by 2030 and leave no one behind, with a Fast-Track approach to rapidly scale up HIV services focused on populations and locations most affected by the epidemic.
Main tasks and Responsibilities of the Position:
Under the supervision of Associate, Office Administration, the Assistant, Office Administration has the following key responsibilities:

General administrative support:
  • Answers queries concerning administrative, HR, financial and other rules and procedures, providing ongoing advice and/or resolving issues.
  • 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.
  • 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.
  • 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 assistance support to staff in the office, as required.
  • 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.
  • If required, provides information and informal interpretation from/to the local language and other services for office staff and official personnel on travel.
Support to substantive programme and operational development and implementation:
  • 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.
  • 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.
  • Prepares contracts and obtains necessary approvals, monitors expiration dates, tracks payments and deliverables.
  • 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 issues related to collaboration with other UN agencies.
Financial transaction and monitoring support:
  • 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.
  • 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.
  • Assists in budget preparation and audits, as instructed.
  • Perform other related duties as assigned, including replacing and/or backstopping for others.
Required Qualifications:
Essential: Completion of secondary education.

Desirable: Post-secondary or paraprofessional training or certification in an area related to office administration or UNAIDS work or accounting and financial management.


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.


Proficiency in English and in Chinese.

Desirable: Knowledge of additional UN official languages.