Assistant Office Administration

Joint United Nations Programme on

Bonn, Germany

Experience: 5 to 10 Years

Skill Required: HR and Admin

Within the Programme Branch, the Programme Planning and Field Support team coordinates planning and reporting and contributes to ensuring accountability of the Cosponsors and the Secretariat to the UNAIDS Programme Coordinating Board. The team sets overall policy guidance on providing leadership, capacity building, field support and advice on all aspects related to the development, implementation, performance monitoring, review and reporting of the Unified Budget, Results and Accountability Framework (UBRAF) at country, regional and global levels. The team also voices out regional and country-level differentiated support needs and advocates for and facilitates the strongest capacity and functioning of our regional centers and country teams, thus contributing to the better UNAIDS functioning overall.

Main tasks and Responsibilities of the Position:

Under the supervision of the Head, Programme Planning and Field Support, 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.
  • 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.
  • Provides informal translation or review translation of documents such as guidance, presentations, reports (from/to English and French) and as needed, provides informal interpretation and/or translation into local language and other services for office staff on travel.

Programme planning and reporting support:

  • Manages the centralized function of Secretariat activity workplans creation process for the Global Centre departments, Liaison Offices, Regional Support Teams, UNAIDS Country Offices in ERP.
  • Provides first-line guidance and support to the Global Centre departments, Liaison Offices, RSTs and UCOs on the ERP and JPMS for planning and reporting.
  • Provides first-line guidance and support for Joint Programme Monitoring System's user management functions for all users from Secretariat and Cosponsors in the Global Centre, regional and country joint teams.
  • Manages the Resources section of and updates the Results and Transparency Portal and the UNAIDS International Aid Transparency Initiative (IATI) Registry.
  • Updates the team's intranet page.
  • Layouts documents for the Results and Transparency Portal.
  • Contributes to and supports the revision of guidance papers (i.e., content, formatting).

Support to substantive programme and operational development and implementation:

  • Provides assistance in the implementation of the team's 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 team's substantive activities to facilitate the preparation of reports, working papers, and presentations, under appropriate guidance.
  • Prepares contracts and obtains necessary approvals, monitors expiration dates, and 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 the 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 and/or UNAIDS work and/or IT , accounting and financial management.


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.


Essential: Proficiency in English, French and German.

Desirable: Knowledge of additional UN official languages.