Background

Under the day-to-day supervision of the UNAIDS Operations Officer and the overall supervision of the UNAIDS Country Coordinator, the incumbent will perform Secretarial, Programme and logistical duties as follows;

Duties and Responsibilities

• Type materials and draft correspondence in conformity with UNAIDS templates and formats. Open, record and redirect mails and correspondences.
•  Inform and remind responsible staff to follow-up dates and deadlines for response and action.
•  Prepare daily and weekly agendas (appointments, meetings, events etc) for the UNAIDS office and for the UN Joint Team on AIDS.
•  Arrange travel for all UNAIDS staff, including travel and security request, liaising with the airline and making bookings, hotel reservations, arrangements for drivers and visas if necessary and follow-up after the travel (travel claim in conformity with UNAIDS procedures).
•  Provide secretarial and logistical support to UNAIDS supported meetings.
•  Maintain the working filing system for the office on regular basis. Manage and update UNAIDS contact directory. 
• Receive, asses and refer telephone and personal enquires to the appropriate staff for reply. Make appointments for the professional staff of the office, receive visitors.
•  Coordinate Drivers in scheduling pick and drop off of UNAIDS staff for meetings and travel.
•  Keep inventory of office consumables.
•  Place quarter requisition as directed to UNAIDS HQ for IEC materials.
•  Ensure that received IEC materials are disseminated to UN Agencies, Government partners, CSO, and other development partners.
•  Organize telephone conferences and videoconferences as required. Assist admin / finance as required.
• Assist admin / finance as required
  

 

Competencies

Corporate Competencies:

• Demonstrates commitment to UNAIDS mission, vision and values
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

Knowledge Management and Learning

• Shares knowledge and experience
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

• Ability to perform a variety of repetitive and routine tasks and duties related to arrangement of meetings, office and vehicle maintenance and general administration work.
• Ability to review data, identify and adjust discrepancies
• Ability to produce accurate and well documented records conforming to the required standard
• Ability to handle a large volume of work possibly under time constraints
• Good knowledge of administrative rules and regulations
• Strong IT skills

Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure

Required Skills and Experience

Education: 

• Secondary education.
• First level degree would be desirable but not a requirement

Experience:

•  2 to 3 years of relevant administrative experience. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Language Requirements:

•  Fluency in written and spoken english is essential.