Assistant Office Administration

Joint United Nations Programme on

Harare, Zimbabwe

Experience: 5 to 10 Years

Skill Required: HR and Admin

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 Zimbabwe Country Office provides leadership and coordinates the expanded UN system response in Zimbabwe. Using an equity and equality lens as part of the Sustainable Development Goals (SDGs), the Zimbabwe Country Office scales up HIV services focused on key populations and locations most at risk. The Zimbabwe 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 Zimbabwe. It supports efforts to strengthen the capacities of communities and their meaningful engagement in health, social protection, and human rights mechanisms, and provides support and technical guidance as necessary to national partners and policymakers.

Main tasks and Responsibilities of the Position:

Under the supervision of the UNAIDS Country Director in Zimbabwe, 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 officesubstantive 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 office 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:

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.

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.

Languages:

Essential:

  • Advanced level of English.

Desirable:

  • Knowledge of additional UN official languages.

Source: https://erecruit.unaids.org/public/hrd-cl-vac-view.asp?o_c=1000&jobinfo_uid_c=38844&vaclng=en