Introduction
Fonctions
Key responsabilities :
Under the general supervision of the Country Director working closely with Programme staff and others, the incumbent provides secretarial and administrative support, and is assigned part of or all of the following duties and responsibilities:
Secretarial: Screen incoming calls, emails, and correspondence and handle telephone queries, taking appropriate action, drafting and finalizing correspondence based on instructions or on own initiative; proof-reading and editing, for grammar and style, correspondence and documents before signatures; designing and/or drafting presentations in PowerPoint; managing the supervisor's calendar, including setting up of meetings and appointments, preparing files with background materials; and ensuring coverage arrangements in the absence of supervisor.
Contracts: Prepare or oversee the preparation of, and manage the division/team contracts and agreements ensuring conformity with UNAIDS administrative rules and procedures, as well as tracking deliverables and payments.
Personnel-related issues: 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.
Organization of meetings: Manage the planning of meetings organized or supported by office, as well as regular divisional/team meetings, including but not limited to drawing up agendas and preparing background files , drafting minutes and note for the record; organize conference calls and video conferences.
General Administration: Participate in the harmonisation of administrative and management systems within the office/team, sharing experiences and lessons learnt with others; developing and maintaining a comprehensive filing system; coordinating quarterly travel plans; and handling all aspects of travel arrangements for the supervisor and other staff/consultants.
Perform other related duties as assigned, including replacing and backstopping for others as required
Qualifications Requises
EDUCATION
Essential: Completion of secondary school, complemented by secretarial training , including training in ICOL (International Computer Oriving Licence) Start Certification
Desirable: Higher education.
EXPERIENCE
Essential: A minimum of five to seven years' experience in secretarial positions, including experience in dealing with administrative issues, and some experience in UNAIDS or WHO, including knowledge of its rules and procedures.
Desirable: Experience in the use of administrative systems such as ERP.
LANGUAGES Essential: Fluency in English and French and the local language.
Desirable: Knowledge of another UN official language
FUNCTIONAL/TECHNICAL KNOWLEDGE/SKILLS
Demonstrated knowledge and skills with office software. Sound knowledge of UN secretarial and administrative rules, regulations, procedures and practices.
Competencies
UNAIDS Values:
1. Commitment to the AIDS response
2. Integrity
3. Respect for diversity
Core Competencies:
1. Working in teams
2. Applying expertise
3. Delivering results
4. Being accountable
Dossier de candidature doit avoir ...
Letter of motivation and CV
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