Associate, Office Administration, Germany

Bonn

Organization: UNAIDS - The Joint United Nations Programme on HIV/AIDS
Location: Bonn
Grade: Administrative support - GS-6, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Operations and Administrations
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/FT56

Title: Associate, Office Administration, Germany

Grade: G6

Contract type: Fixed-term Appointment

Duration of contract: 2 years

Date: 18 May 2023

Application Deadline: 15 June 2023
(28 day(s) until closing deadline)
Currently accepting applications

Organization unit: AI UNAIDS Joint United Nations Programme on HIV/AIDS (AI)
Information and Communication Technology (ICT)/Department of Management (MGT)

Duty station: Bonn Germany

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:
UNAIDS has recently opened a new office at the UN Campus in Bonn. The UNAIDS office will house UNAIDS' management support functions, including People Management, Information and Communications Technology, Finance and the Independent Evaluation Office. The office is operational with more people moving to Bonn in the coming months. This new UNAIDS location is part of the UNAIDS Secretariat's more geographically distributed "global centre". Approximately 45 UNAIDS staff will be working in Bonn.

The role of Associate Office Administration will be crucial in the smooth running of the office and ensuring efficient operations of the different UNAIDS departments working in Bonn.

Main tasks and Responsibilities of the Position:
Under the supervision of the ICT Director, the Associate, Office administration provides administrative support to all sections of the UNAIDS Bonn Office (including Information and Communication Technology, People Management, Finance and Accountability, and Independent Evaluation teams), with the following key responsibilities:

1) General administrative support
a. Ensures the smooth running of the UNAIDS Bonn Office by maintaining close contact with a broad range of staff at all levels throughout UNAIDS. Serves as a focal point for HR, financial, travel, security and facility management matters, answers queries and provides ongoing advice and/or resolves issues. Provides support in travel arrangement for supervisor and other UNAIDS staff in Bonn. When required, prepares administrative guidelines and ensures their implementation and conducts meetings to brief other staff on new and/or revised rules and procedures.
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 (electronic and physical) 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. Manage liaison with German Government ministries and the city of Bonn for issues related to VAT, accreditation, and local services.
d. 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.
e. Where appropriate manages external service providers and vendors supporting office functioning.
f. 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.
g. Manages procurement and distribution of the assets of the organization in Bonn including maintaining inventories, log sheets and other lists as necessary and disposal when necessary, according to the rules and procedures. Manage common services in office space occupied by UNAIDS in liaison with UN Common services. Manages access to the building for UNAIDS staff and visitors. Represent UNAIDS in relevant building facilities management committees in Bonn.
h. Serves as security focal point and leave focal point. Monitors presence and absence of UNAIDS staff in Bonn, and manages dashboard on office presence.

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 with minimal or appropriate guidance, as required.
c. Prepares contracts, solicits bids, and obtains necessary approvals, monitors expiration dates, tracks payments and deliverables.
d. 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.
e. 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.

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, 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.
c. Draft reports for budget preparation and audits.
d. 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.
e. 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 accounting and financial management.

Competencies:
UNAIDS Values:

1. Commitment to the AIDS response
2. Integrity
3. Respect for diversity

Core competencies:

1. Working in teams
2. Communicating with impact
3. Applying expertise
4. Delivering results
5. Driving change and innovation
6. Being accountable

Experience:
Essential:
A minimum of six 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.

Desirable:
Knowledge of and experience with UNAIDS or WHO administrative policies.

Languages:
Essential:
Proficiency in the UN official language in the duty station.

Desirable:
Knowledge of additional UN official languages.

Additional Information:
Please note that this is a locally recruited position.
Other similar positions at the same level may be filled from this vacancy notice.
Furthermore, we will only accept online applications for General Service vacancies.

Annual salary: (Net of tax)
EUR 47817 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.

UNAIDS is committed to providing a work environment that respects the inherent dignity of all persons. UNAIDS has a responsibility to take all appropriate steps to prevent and respond to discrimination, abuse of authority, and harassment, including sexual harassment in the workplace or in connection with work. UNAIDS has zero tolerance towards abusive conduct.

Please visit UNAIDS's e-Recruitment website at: to review and apply to positions. 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