Background

The Somali HIV response is set in a unique and dynamic political, social, and economic environment, which impacts on different sub-groups of the population with varying levels of risks and vulnerability to HIV infection. The ongoing conflict and instability has severely affected household economic security, further exacerbated disparities in gender relations and increased the vulnerability of women and children. Unless concerted efforts are made to address the epidemic, HIV prevalence rates are expected to rise to levels similar to neighboring countries. There are a number of challenges to the multi-sectoral response in Somalia. These include high levels of stigma and discrimination, which continue to prohibit open dialogue.

UNAIDS is responsible for coordination of the UN-system’s support to the AIDS response at various levels. In Somalia, UNAIDS has been actively involved in the HIV & AIDS response since 2004. UNAIDS’s main focus is to help countries put HIV & AIDS at the centre of national development; build national capacities of government at all levels as well as work closely with civil society organizations which include religious leaders, to support a coordinated and effective response to the epidemic. To help create an enabling environment and reduce stigma and discrimination, UNAIDS works to protect the rights of People Living with HIV & AIDS (PLHAs) and other vulnerable populations.

As per the detailed scope of work below, this position will provide operational support UNAIDS efforts to strengthen leadership and coordination, monitoring and evaluation, and advocacy and resource mobilization in the Somali AIDS response. UNAIDS Somalia Country Office provides support to the UNCT, facilitates the UN Joint Team on AIDS and supports Somali authorities in Somaliland, Puntland and South Central Somalia. This position will be based in Nairobi.

The Administrative Assistant will work under the supervision and guidance of the UCC Somalia, and in close collaboration with Country Office team. He/She will liaise with UNAIDS MENA Regional Office and HQ Admin and Finance Offices, UNDP Somalia and work closely with UNDP Somalia operations staff as required.

Duties and Responsibilities

The main objectives of the position are to:

• Ensure effective financial control of all UNAIDS supported activities
• Ensure efficient administrative support for the UNAIDS Country Office
• Support knowledge building and knowledge sharing
• Support to proper supply and assets management
• Organize travel, logistics as needed

• Under the general supervision of the UNAIDS Country Coordinator working closely with others, the incumbent provides secretarial and administrative support, and is assigned the following duties and responsibilities.

• Screen incoming calls, emails, and correspondence and handle telephone enquiries, taking appropriate action, drafting and finalizing correspondence based on instruction or on own initiative, proof- reading and editing for grammar and style, correspondence and documents before signature; designing and or/drafting presentations in power point , managing the supervisor’s calendar, including setting up the meeting and appointments, preparing files with background materials, and ensuring coverage arrangements in the absence of supervisor.

• Prepare or oversee the preparation of, and manage the division/team contracts and agreement ensuring conformity with UNAIDS administrative rules and procedures, as well as tracking deliverables and payments.

• Monitor the contractual status of staff, drawing to the attention of the supervisor in a timely manner contract ending dates; initiate extensions where necessary; monitor due dates of performance evaluation reports, and coordinate travel and leave calendar.

• Manage the planning of meetings organized or supported by office, as well as regular divisional/ team meetings, including but not limited to drawing up agencies and preparing background files, drafting minutes and note for the record. organize conference calls and video conferences.

• Participate in the harmonization of administrative and management systems within the office/team, sharing experience and lessons learnt with others; developing and maintaining comprehensive filing systems; coordinating quarterly travel plans and handling aspects of travel arrangements for the supervisor and other staff/consultants.
• Perform other duties as assigned, including replacing and backstopping others as required.

• Staff at all levels in the country.
  

Purpose

• To give, obtain and exchange information on financial and administrative matters. Guidance, administrative oversight and daily collaboration teamwork.
• Team, divisions and departments throughout UNAIDS , including RSTs   To coordinate activities, exchange information and ensure adherence to UNAIDS processes and quality delivery by the team, to exchange information and coordinate the organization of meetings teamwork.       

• Official, representing cosponsors, UN and agencies, partner institutions.              
  

Purpose

• Within the delegated authority, to give and obtain information.

External

• Meeting Participants.

Purpose

• To exchange information and coordinate meetings related issues to provide secretarial support during meetings.

External

• Service providers, consultants, contractors.         
  

Purpose

• To follow-up on deliverables and reports.

Well-functioning UNAIDS office with organized filing, reports, accurate information, group email lists, financial records, asset management database.

Competencies

• Working in teams
• Communicating with impact
• Applying expertise
• Delivering results
• Driving results
• Driving changes and innovation
• Being accountable

UNAIDS Values:

• Commitment to the AIDS response
• Integrity
• Respect and Diversity.

Required Skills and Experience

• Completion of Secondary School education, complemented by secretarial training, including training in ICDL (International Computer Driving License) Core certification.
• Higher Education is desirable but not a requirement.

• A minimum of five to seven years’ experience in secretarial positions, including experience dealing with administrative issues, and some experience in UNAIDS or WHO, including knowledge of its rules and procedures.
• Experience in the UN System and in the use of system such as ERP is desirable.

• Excellent knowledge in both written and spoken English.
• Knowledge of another UN language & Kiswahili is desirable.

• Demonstrated knowledge of skills with office software.
  
• Sound knowledge of UN secretarial and administrative rules, regulations, procedures and practices.