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 UNAIDS Country Office provides leadership and coordinates the expanded UN system response in the Country. Using an equity and equality lens as part of the Sustainable Development Goals (SDGs), the Country Office scales up HIV services focused on key populations and locations most at risk. The 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 the Country. It supports efforts to strengthen the capacities of communities and their meaningful engagement in health, social protection, and human rights mechanisms, and provides intellectual support and technical guidance as necessary to national partners and policymakers.
Main tasks and Responsibilities of the Position:
Under the supervision of the Operations Officer, the Associate, Office Administration has the following key responsibilities:
General administrative support:
Ensures the smooth running of the office by maintaining close contact with a broad range of staff at all levels throughout UNAIDS. Serves as a focal point for all HR, financial, security and facility management matters, answers queries and provides ongoing advice and/or resolves issues, at country and regional / sub regional level, when required. When required, prepares administrative guidelines and ensures their implementation and conducts meetings, trainings and other forms of capacity building to brief other staff on new and/or revised rules and procedures.
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 and to a broad range of internal and 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. Produces ad hoc administrative reports as required. Maintains stationary and other supplies and provides office troubleshooting and general assistance support to staff in the office, as required.
On own initiative or 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. Prepares presentations, edits documents or liaises with originators to eliminate deficiencies, when necessary.
Supervises other UNAIDS staff as per the organizational unit’s organigram and guides and supports others as required.
Establishes an office supplies monitoring system. Ensures that services and maintenance of premises and equipment are in accordance with organizational standards. Ensures update and reconciliation of Fixed Asset register and vehicle daily log and fuel consumption.
Contributes to recommendations on the improvement of internal controls systems considering the prevailing conditions in the Duty Station.
Support to substantive programme and operational development and implementation:
Provides assistance in the implementation of department / division / office / programme / project substantive activities such as: organizes or assists 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 with minimal or appropriate guidance, as required.
Prepares contracts and obtains necessary approvals, monitors expiration dates, tracks payments and deliverables. Takes part in regional Quality Control and Compliance (QCC) process by reviewing and clearing assigned country office procurement requisitions.
Within the delegation of authority, liaises with official contacts on administrative and organizational 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.
If requested, participates in meetings, committees, selection processes and alike undertaking administrative, organizational, coordination or substantive – within the delegation of authority - arrangements, drafting documents and reports and providing administrative procedural advice.
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, including but not limited to reviewing financial documents to record and reconcile expenditures, balances, payments, statement of accounts and other records. Selects and enters data, makes additional calculations and ensures inclusion of all relevant data; checks sources and verifies accuracy; identifies discrepancies and remedies these, seeking advice from supervisor and/or others, when necessary.
Supports spot-checks of grants to implementing partners and supports process of ensuring coherence in partner technical and financial reporting.
Draft reports for budget preparation and audits.
Brief and assist staff on basic financial procedures and requirements with respect to payments, entitlements, banking and currency control provisions and other requirements relating to accounts and finance. Within the delegation of authority, provides advice on appropriate procedures to be observed in the disbursement of funds and in monitoring and effective fund utilization.
Perform other related duties as assigned, including replacing and/or backstopping for others.
Completion of secondary education.
Post-secondary or paraprofessional training or certification in an area related to office administration and/or accounting and financial management.
A minimum of seven years of progressively responsible general office administration experience, including experience in dealing with financial matters. Knowledge of and/or familiarity with the administrative processes of international organizations.
Knowledge of and experience with UNAIDS or WHO administrative policies. Experience in the supervision of administrative personnel.