Assistant, Office Administration

Dakar

Organization: UNAIDS - The Joint United Nations Programme on HIV/AIDS
Location: Dakar
Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Operations and Administrations
- Administrative support
Closing Date: Closed

UNAIDS is an innovative United Nations partnership that leads and inspires the world in achieving universal access to HIV prevention, treatment, care and support.
UNAIDS' Cosponsors include UNHCR, UNICEF, WFP, UNDP, UNFPA, UNODC, UN Women, ILO, UNESCO, WHO and the World Bank. Visit the UNAIDS Web site at

Vacancy No.: UNAIDS/23/FT33

Title: Assistant, Office Administration

Grade: G5

Contract type: Fixed-term Appointment

Duration of contract: 2 years

Date: 15 March 2023

Application Deadline: 8 April 2023
(23 day(s) until closing deadline)
Currently accepting applications

Organization unit: AI/RSD Regional Support Team, West and Central Africa (AI/RSD)

Duty station: Dakar Senegal

About UNAIDS:
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. You can access the full UNAIDS Competency Framework at www UNAIDS.org.

MANDATE OF THE DEPARTMENT:
The 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 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.

Main tasks and Responsibilities of the Position:
Under the supervision of the Operations Officer, the Assistant, Office Administration has the following key responsibilities:
1-General administrative support
a-Answers queries concerning administrative, HR, financial and other rules, and procedures, providing ongoing advice and/or resolving issues. Briefs and assists arriving and departing staff on basic administrative procedures and requirements
b-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.
c-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.
d-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.
e-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.
f-If required, provides information and informal interpretation from/to the local language and other services for office staff and official personnel on travel.
g-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.
h-Keeps supervisor abreast of potential problem areas, makes recommendations for follow-up actions, prepares reports and evaluations on general administrative or specialized reports.
2-Support to substantive programme and operational development and implementation
a-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.
b-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.
c-Prepares contracts in timely manner and obtains necessary approvals, monitors expiration dates, tracks payments and deliverables.
d-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
3-Financial transaction and monitoring support
a-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.
b-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. Ensures payments to suppliers are done in timely manner.
c-Assists in budget preparation and audits, as instructed.
d-Perform other related duties as assigned, including replacing and/or backstopping for others.

REQUIRED QUALIFICATIONS

Education:
Essential: Completion of secondary education.
Desirable: Post-secondary or paraprofessional training or certification in an area related to office administration and/or financial management.

Competencies:
UNAIDS Values:
Commitment to the AIDS response
Integrity
Respect for diversity

Core competencies:
Working in Teams
Communication with Impact
Applying Expertise
Delivering Results
Driving Change and Innovation
Being Accountable

Managerial competencies:
Vision and strategic thinking
Leading Teams
Building Relationships and Networks
Developing and Empowering Others
Managing Performance and Resources
Vision and Strategic Thinking
Exercising Sound Judgement

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: Fluency in French and working knowledge of English
Desirable: Knowledge of UN official languages.

Additional Information:
Please note that for this vacancy only nationals of Senegal and legal residents holding a valid residence or work permit are eligible to apply. A valid passport will be requested. Furthermore, only online applications will be accepted.
Other similar positions at the same level may be filled from this vacancy notice.

Annual salary: (Net of tax)
12 480 000 FCFA at single rate

Applicants will be required to take a test. Applicants will be contacted directly if selected for an interview.

Applications from people living with HIV are particularly welcome. Applications from women and from nationals of non- and under-represented member states are particularly encouraged.

Any appointment/extension of appointment is subject to the Staff Regulations and Rules of the World Health Organization (WHO) adjusted, as necessary, to take into account the particular operational needs of UNAIDS, and any subsequent amendments.

Only candidates under serious consideration will be contacted.

Note: The paramount consideration in the appointment, transfer or promotion of staff is the necessity of securing the highest standards of efficiency, competence and integrity. The medical criterion for recruitment is fitness to work in the particular post. The United Nations HIV/AIDS Personnel Policy clearly stipulates that no staff and/or potential candidates shall be discriminated against on the basis of real or perceived HIV status. HIV infection, in itself, does not constitute lack of fitness to work. There is no obligation to disclose HIV-related personal information.

Online applications are strongly encouraged to enable UNAIDS to store your profile in a permanent database. Please visit UNAIDS's e-Recruitment website at: . The system provides instructions for online application procedures.

All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.

Currently accepting applications