Main tasks and Responsibilities of the Position:
Under the supervision of the Operations Officer in Kenya, the Assistant, Office Administration has the following key responsibilities:
General administrative support
Supports to answer queries concerning administrative, HR, financial and other rules and procedures, providing ongoing advice and/or resolving issues.
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.
Provides administrative support and general office assistance, including but not limited to collecting, screening and distributing incoming correspondence and documents, processing and following up on requests from internal and occasionally external partners including UNAIDS, governmental institutions, national civil society organizations, UN agencies and other international organizations, and other institutional stakeholders.
Maintains office/programme/project files for completed and on-going activities in paper or electronic form for monitoring purposes as required. Maintains stationary and other supplies and provides office troubleshooting and general support to staff in the office, as required.
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.
If required, provides information and informal interpretation from/to the local language and other services for office staff and official personnel on travel.
Support to substantive programme and operational development and implementation
Provides assistance in the implementation of office 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.
Performs routine research activities, collects and compiles statistical and other qualitative and quantitative information from a variety of sources on subjects relevant to the office substantive activities to facilitate preparation of reports, working papers, and presentations, under appropriate guidance.
Prepares contracts and obtains necessary approvals, monitors expiration dates, tracks payments and deliverables.
Within the delegation of authority, liaises with official contacts on administrative issues related to the involvement of government, donors, partners and beneficiaries. Serves as UCO alternate in interagency operations management team to support implementation of the business operational strategy in context of UN reform and implementation of the UNSDCF; in substantive activities as well as on issues related to collaboration with other UN agencies including the common back office initiative.
Financial transaction and monitoring support
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.
Maintains and monitors financial records and daily transactions of UCO budget (programme and operations). Selects and enters data, makes additional calculations and ensures inclusion of all relevant data; identifies discrepancies and seeks advice from supervisor and/or others, when necessary.
Assists in budget preparation and audits, as instructed.
Perform other related duties as assigned, including replacing and/or backstopping for others.
REQUIRED QUALIFICATIONS
Education:
Essential: Completion of secondary education or relevant technical or vocational training
Desirable: Post-secondary or paraprofessional training or certification in an area related to office administration and/or UNAIDS work and/or accounting and financial management and/or IT and/or communication.
Competencies:
UNAIDS Competencies
UNAIDS Values:
Commitment to the AIDS response
Integrity
Respect for diversity
Core competencies:
Working in Teams
Communication with Impact
Applying Expertise
Delivering Results
Driving Change and Innovation
Being Accountable
Managerial competencies:
Vision and strategic thinking
Leading Teams
Building Relationships and Networks
Developing and Empowering Others
Managing Performance and Resources
Vision and Strategic Thinking
Exercising Sound Judgement
Experience:
Essential: A minimum of five years of general office administration experience, including experience in dealing with financial and programmatic 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: Advanced level of English.
Desirable: Knowledge of additional UN official languages.
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