Duty station: Geneva Switzerland

About UNAIDS:
Serving Communities and Countries to End Inequalities and AIDS We, the Joint United Nations Programme on HIV/AIDS, lead the global effort to end AIDS as a public health threat by 2030. By placing the Sustainable Development Goals (SDGs) related to reduction of inequalities at the heart of our work, we lead the global response to AIDS by: (i) maximizing equitable and equal access to HIV services, (ii) breaking down barriers to achieving HIV outcomes, and (iii) integrating efficient HIV responses into wider health and protection systems.

We are committed to creating an equal, safe and empowering workplace culture where all people in all their diversity thrive. We live our values of Commitment to the AIDS Response, Integrity and Respect for Diversity. MANDATE OF THE DEPARTMENT:
The Executive Office (EXO) provides vision, leadership and inspiration to UNAIDS. It highlights and drives emerging issues, focuses areas of work and steers the organization – positioning it as a global leader on ending AIDS. In performing these functions, EXO facilitates communication and coordination within UNAIDS and with partners while serving as a reference and intelligence hub. EXO is responsible for maintaining effective management practices within the organization to ensure the efficiency and effectiveness of its operations. Main tasks and Responsibilities of the Position:
Under the supervision of Senior Adviser EXO and Director Multilateral Systems, the Associate, Office Administration has the following key responsibilities:

1) General administrative support

a. Ensures the smooth running of the office by maintaining close contact with a broad range of staff at all levels throughout UNAIDS and external stakeholders related to the Inequality Council and Office of Multilateral Systems. Serves as a focal point for all HR, financial, travel, security and facility management matters, answers queries and provides ongoing advice and/or resolves issues. When required, prepares administrative guidelines and ensures their implementation and conducts meetings to brief other staff on new and/or revised rules and procedures. Monitoring the contractual status of staff/consultants/contractors using ERP and other tools.
b. 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.
c. Provides administrative support and general office assistance, including but not limited to collecting, screening and distributing incoming correspondence ( electronic and physical) and documents, processing and following up on requests from and to a broad range of internal and external partners including UNAIDS, governmental institutions, national civil society organizations, UN agencies and other international organizations, and other institutional stakeholders.
d. Maintains filing and record systems of the office and project files for completed and on-going activities in paper or electronic form for knowledge management and monitoring purposes as required. Produces ad hoc administrative reports as required. Maintains stationery and other supplies and provides office troubleshooting and general assistance support to staff in the office, as required.
e. Where appropriate manages external service providers and vendors supporting office functioning.
f. On own initiative or as instructed, drafts or prepares in final version general and administrative correspondence and manages the correspondence of the Equality Council. Checks correspondence submitted for clearance for consistency, style, accuracy and compliance with corresponding rules and procedures. Prepares presentations, edits documents or liaises with originators to eliminate deficiencies, when necessary.
g. Manages the assets of the organization including maintaining inventories, log sheets and other lists as necessary and disposal when necessary, according to the rules and procedures.
h. Serves as a leave focal point and monitors presence and absence of staff.

2) Support to substantive programme and operational development and implementation

a. Provides assistance in the implementation of substantive activities such as: assisting with the organization or coordination of high-level meetings, events, seminars and training workshops(in-person and hybrid); preparing notes, meeting minutes, agendas, hand-outs and other materials for the events; preparing and/or coordinating office/programme/Council calendars, official travel plans and visits for the responsible staff and external stakeholders. Organize travel for Council members and meeting participants, including raising travel authorizations, liaise with travel agencies, support in securing visas/clearances etc.
b. Performs routine research activities, collects and compiles statistical and other qualitative and quantitative information from a variety of sources on subjects relevant to the Inequality Council and Office of Multilateral Systems and their substantive activities to facilitate preparation of reports, working papers, and presentations with minimal or appropriate guidance, as required.
c. Prepares contracts, solicits bids, and obtains necessary approvals, monitors expiration dates, tracks payments and deliverables.
d. Within the delegation of authority, liaises with official contacts on administrative and organizational issues related to the involvement of government, donors, partners and beneficiaries in substantive activities as well as on issues related to collaboration with other UN agencies.
e. If requested, participates in meetings, committees, selection processes and alike undertaking administrative, organizational, coordination or substantive – within the delegation of authority – arrangements, drafting documents and reports and providing administrative procedural advice.

3) Financial transaction and monitoring support

a. 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.
b. Maintains and monitors financial records and daily transactions, including but not limited to reviewing financial documents to record and reconcile expenditures, balances, payments, statement of accounts and other records. Selects and enters data, makes additional calculations and ensures inclusion of all relevant data; checks sources and verifies accuracy; identifies discrepancies and remedies these, seeking advice from supervisor and/or others, when necessary.
c. Assists in preparation of budgets, donor proposals and tracking of core and non-core contributions. Draft reports for budget preparation, spending reports for donors and audits.
d. 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. Within the delegation of authority, provides advice on appropriate procedures to be observed in the disbursement of funds and in monitoring and effective fund utilization.
e. Perform other related duties as assigned, including replacing and/or backstopping for others. REQUIRED QUALIFICATIONS Education:
Essential: Completion of secondary education.

Desirable: Post-secondary or paraprofessional training or certification in an area related to office administration and/or accounting and financial management. Competencies:
UNAIDS Values
1. Commitment to the AIDS response
2. Integrity
3. Respect for diversity

Core competencies
1. Working in teams
2. Communicating with impact
3. Applying expertise
4. Delivering results
5. Driving change and innovation
6. Being accountable

Managerial competencies:
1. Vision and Strategic Thinking
2. Leading Teams
3. Managing Performance and Resources
4. Developing and Empowering Others
5. Exercising Sound Judgement
6. Building Relationships and Networks

FUNCTIONAL/TECHNICAL KNOWLEDGE AND SKILLS

Advanced IT-user skills including ERP/BMS. Sound knowledge of UN practices and methods of work in the area of administration, finance and security. Ability to multitask and work to deadlines. Experience:
Essential: A minimum of six years of progressively responsible general office administration experience, including experience in dealing with financial 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: Proficiency in English and French.

Desirable: Knowledge of additional UN official languages. Additional Information:
Please note that for this vacancy only nationals of Switzerland and legal residents holding a valid residence or work permit are eligible. A valid passport will be requested.
Furthermore, we will only accept online applications for local applicants.
Other similar positions at the same level may be filled from this vacancy notice. Annual salary: (Net of tax)
CHF 86236 at single rate 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.

UNAIDS is committed to providing a work environment that respects the inherent dignity of all persons. UNAIDS has a responsibility to take all appropriate steps to prevent and respond to discrimination, abuse of authority, and harassment, including sexual harassment in the workplace or in connection with work. UNAIDS has zero tolerance towards abusive conduct. Please visit UNAIDS’s e-Recruitment website at: https://erecruit.unaids.org to review and apply to positions. The system provides instructions for online application procedures. All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.