The Ugandan Jobline

Job Title:    Administrative Assistant

Organization:
United Nations Programme on HIV/AIDS ( UNAIDS )

Duty Station:
Kampala, Uganda

Grade: G6

About US:

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.

Job Summary:  Under the overall guidance and supervision of
the responsible Officer, the Administrative Assistant is responsible for
providing technical and programme support in an independent manner. 

Key Duties and Responsibilities: 

·       Provide assistance to the implementation of
the programme activities, namely develop, support and assist with the
organization of the meetings and activities of the UN Joint Team on HIV/AIDS,
seminars, workshops, training sessions, drafting Note for the Record, meeting
minutes, agendas, hand-outs for the meeting, as required; prepare and/or
coordinate the preparation of field visits for the missions in cooperation with
programme, NGOs and government departments, including drafting agendas and
supporting documents for the UCD and/or other professional staff missions;
maintaining programme/project files for completed and on-going activities,
projects and regional projects, together with electronic archive of project
documents and reports, as well as records, documents and control plans for the
monitoring of project/programme implementation.

·       Research, collect and compile statistical and
other information from government offices, NGOs and international organizations
and background information for use in discussions with the government and other
organizations in support of technical activities of the UNAIDS Office, and
disseminating data and information, as required.

·       Provide administrative and general
secretarial support, including but not limited to screening and distributing
incoming correspondence and documents; drafting and finalizing correspondence
on own initiative or as instructed; processing and following-up on requests to
and issues with governmental institutions, national and international
organizations, associations, Network of People Living With HIV (PLHIV), UN
Agencies and other partners in the country.

·       Within the delegation of authority, liaise
with officials from cosponsors and other partners on issues related to the
involvement of civil society in HIV/AIDS response, collaboration between UN
Agencies, national and international partners and civil society.

·       Serve as focal point for all HR matters,
financial matters and security matters, including but not limited to ensure
that all staff and visitors receive basic and advanced training on security in
the field, and/or training on HF and VHF radio, and facilitate briefing on the
security situation by the Country UNDSS, when appropriate; process and/or
oversee the processing of security clearance authorizations for staff travel;
the ongoing update of security logs (Country MOSS, emergency contact list,
radio code, etc.), monitoring the UN System radio calls on a weekly basis, and
ensuring that staff member are identified and in touch with their supervisor.

·       Brief and provide guidance to General Service
staff assigned to the office, answering enquiries concerning administrative and
financial rules and procedures, providing advice on and/or resolving problems
on an ongoing basis.

·       In compliance with UNAIDS financial rules and
reporting policies, maintain and monitor financial records for the Country
Office, ensuring accuracy of budget lines, records, receipts, payments,
balances, expenditures and other data for day-to-day transactions, including
but not limited to reviewing financial documents to record and reconcile
expenditures, balances, payments, and other records for the day-to-day
transactions and reports in the Enterprise Resources and Planning system (ERP);
selecting and entering data from a wide variety of sources, verifying accuracy
and, making necessary calculations and ensuring the inclusion of all relevant
data; identifying discrepancies and drawing the attention of and/or seeking
advice from the supervisor and/or other staff members.

·       Draft monthly and/or ad hoc reports for
budget preparation and audits, and the preparation of annual budget, liaising
with Planning, Finance and Accountability Department (PFA) on procedures and
regulations pertaining to the financial reporting.

·       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 ERP financial
and administrative matters, providing advice on appropriate procedures to be
observed by UNAIDS office and other UN offices in the disbursement of funds as
well provides guidance on the proper monitoring and effective
utilization/handling of funds and other financial issues.

·       Perform other related duties as assigned,
including replacing and/or backstopping for others.

Qualifications, Skills and Experience:

·       Post-secondary paraprofessional training or
certification in work related areas.

·       Higher education; training or good knowledge
of accounting practices.

·       A minimum of six years’ experience in
secretarial and/or administrative positions, including experience in dealing
with administrative issues

·       Commitment to the AIDS response

·       Integrity

·       Respect for diversity

·       Working in teams

·       Communicating with impact

·       Applying expertise

·       Delivering results

·       Driving change and innovation

·       Being accountable

·       Leading teams

·       Managing performance and resources

·       Developing and empowering others

·       Experience in UNAIDS or WHO, including
knowledge of its rules and procedures.

·       Excellent knowledge of English

·       Knowledge of another UN official language

How to Apply:

All interested
candidates are encouraged to apply online at the link below

Click
Here

Please note that for
this vacancy only nationals of UGANDA and legal residents holding a valid
residence or work permit are eligible to apply.

A valid passport
will be requested.

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.

Deadline: 3rd August 2020 

For more of the latest jobs, please visit https://www.theugandanjobline.com  or find us on our facebook page https://www.facebook.com/UgandanJobline

Related Jobs