Job Title: Administrative Assistant
UN AIDS is the Joint United Nations Programme on HIV and AIDS, that brings together the efforts and resources of UN Agencies and aims to advance global progress in achieving country set targets for universal access to HIV prevention, treatment, care and support and to halt and reverse the spread of HIV and contribute to the achievement of the Millennium Development goals by 2015. The UNAIDS Country Office in Uganda coordinates coherent action on HIV and AIDS within the UN system through the UN Theme Groups, and the Joint Programme on HIV and AIDS In addition, the Country Office helps mount and support an expanded response to HIV and AIDS by engaging the efforts of many sectors and partners from government, civil society and the international development community
The UNAIDS Country Office seeks to recruit a competent person for the post below;
Title of the post: Administrative Assistant
Organization: UNAIDS
Type of Contract: Fixed-Term Contract
Level: OS 6
Duty Station: Kampala
Key responsibilities
Under the guidance and supervision of the UNAIDS Country Coordinator, the Administrative Assistant is responsible for providing technical and programme support that includes the following responsibilities.
Office Administration
Provide assistance to the implementation of the programme activities, through support with the organization of meetings and activities of the UN TG on HIV and AIDS, seminars, workshops, training sessions, drafting records of meetings.
Prepare and coordinate the preparation of field visits in cooperation with the programme, NGOs and government departments
Drafting agendas and supporting documents for the UCC and other professional staff missions
Maintain filing system for both completed and on-going programme activities for both electronic and manual filing systems
Manage the documentation centre; research and collect and compile statistical and other information from government offices, NGOs and international organizations; disseminate 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 PLHIV, UN Agencies and other partners in the country
Serve as focal point for all HR matters, including providing guidance to General Service Staff assigned to the office, answering enquiries concerning administrative and financial rules and procedures, providing advice on/or resolving problems on an on-going basis
Serve as focal point for security matters; including but not limited to ensuring that all staff and visitors receive basic and advanced training on security in the field, training on HF and VHF radio; facilitate briefing on security situation by UNDSS when appropriate, process or oversee the processing of security clearance authorizations for staff travel, ongoing update of security logs
Finance
In compliance with UNAIDS financial rules and reporting policies, maintain and monitor financial records for the Country Office; including reviewing of financial documents to record and reconcile expenditures, balances, payments, statement of accounts and other records for the daily transactions
Draft monthly and/or ad hoc reports for budget preparation and audits, and the preparation of annual budgets
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.
Providing advice on appropriate procedures to be observed by UNAIDS and other UN offices in disbursement of funds
Provide proper monitoring and effective utilization of funds
Perform other related duties as assigned, including backstopping for others.
Requirement:
Essential: Completion of secondary school, complemented by secretarial and administrative training, including ICDL (International Computer Driving Licence) Core Certification Desirable: Higher education; training or good knowledge of accounting practices Experience: Essential: A minimum of eight to nine years' experience in secretarial and/or administrative positions, including experience in dealing with administrative issues, combined with experience in UNAIDS or WHO, including knowledge of its rules and procedures. Languages: Essential: Excellent knowledge of the official language of the duty station Desirable:Knowledge of another UN official language Functional/Technical knowledge/Skills:
Demonstrated knowledge and skills with computer packages Sound knowledge of UN administrative rules, regulations, procedures and practices.
Knowledge of UN security procedures Ability to multitask and work under pressure.
How to apply:
Interested applicants should send detailed CV, naming 3 referees and attach photocopies of testimonials to the address below not later than 5:30p.m on 14th July 2012 Please indicate the vacancy number on the envelope: The UNAIDS Country Coordinator, Joint United Nations Programme on HIV/AIDS, Plot 60 Prince Charles Drive, Kololo, P. O. Box 24578, Kampala, Uganda Note: Only short listed candidates will be contacted. Applications received after the deadline will not be considered.
