ASSISTANT, UCO, HAITI (UNAIDS/17/FT5)
Company: United Nations Joint Porgramme on AIDS (UNAIDS)
Location: Port-au-Prince, Haiti
Start Date: June 01, 2017
Posted On: Mar 24, 2017
ASSISTANT, UCO, HAITI (UNAIDS/17/FT5) at United Nations Joint Porgramme on AIDS (UNAIDS)
Under the general supervision of the responsible officer, working closely with others, the incumbent provides secretarial and administrative support, and is assigned part of or all 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.
- Essential: Completion of secondary school, or relevant technical or vocational training.
- Desirable: Higher education
- UNAIDS Values:
1. Commitment to the AIDS response
3. Respect for diversity
- UNAIDS Core Competencies:
1. Working in teams
2. Communicating with impact
3. Applying expertise
4. Delivering results
5. Driving change and innovation
6. Being accountable
- Essential: A minimum of five years' experience in secretarial positions, including experience in dealing with administrative issues.
- Desirable: Experience in the UN System, including knowledge of its rules and procedures, and the use of system such as ERP.
- Essential: Advanced level of French and Intermediate level of English
- Desirable: Knowledge of another UN official language
Please note that for this vacancy only nationals of Haiti and legal residents holding a valid residence or work permit are eligible. A valid passport will be requested.
Furthermore, only online applications will be accepted.
Online applications are strongly encouraged to enable UNAIDS to store your profile in a permanent database.
Please visit UNAIDS's e-Recruitment website at:
The system provides instructions for online application
About United Nations Joint Porgramme on AIDS (UNAIDS)
UNAIDS Provides leadership and coordinate support for an expanded UN system response to AIDS at country level. Promote, support and provide guidance to partners and the UN system at country level to Fast-Track HIV prevention, treatment, care and support and in the achievement of the goals of the UNAIDS Strategy for 2016 - 2021 and the targets of the 2016 Political Declaration. Coordinate the development of strategic information and document the trends on the epidemic and the response as well as provide intellectual leadership on the status of the AIDS response in the country.