Assistant (Office Administration)

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 1,659 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

UNAIDS is an innovative United Nations partnership that leads and inspires the world in achieving universal access to HIV prevention, treatment, care and support. UNAIDS' Cosponsors include UNHCR, UNICEF, WFP, UNDP, UNFPA, UNODC, UN Women, ILO, UNESCO, WHO and the World Bank. Visit the UNAIDS Web site at www.unaids.org Vacancy No.: UNAIDS/23/FT18

Title: Assistant (Office Administration)

Grade: G5

Contract type: Fixed-term Appointment

Duration of contract: 2 years

Date: 7 February 2023

Application Deadline: 25 February 2023 Vacancy Notice Closed (automatic)

Organization unit: AI UNAIDS Joint United Nations Programme on HIV/AIDS (AI) Knowledge Management Department (KMG) / Policy, Advocacy and Knowledge Branch (PAK)

Duty station: Bangkok Thailand 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 knowledge management function enables a more effective and innovative UNAIDS by providing the right information to the right people at the right time thus facilitating the of achievement of the organizational objectives. It does that by: (i) ensuring the development and implementation of knowledge management strategies and policies aligned with the organizational mandate, goals and objectives; (ii) putting in place incremental measures aimed at embedding knowledge management capacity in all corporate processes; (iii)ensuring preservation of institutional memory via the establishment of norms and procedures for the retention and transfer of knowledge, as part of the UNAIDS succession planning process; (iv) building of the Secretariat's culture around knowledge management; and (v) creating space for people to share the knowledge they have, to ask and learn from others. The knowledge management function enables a more effective and innovative UNAIDS by providing the right information to the right people at the right time thus facilitating the of achievement of the organizational objectives. It does that by: (i) ensuring the development and implementation of knowledge management strategies and policies aligned with the organizational mandate, goals and objectives; (ii) putting in place incremental measures aimed at embedding knowledge management capacity in all corporate processes; (iii)ensuring preservation of institutional memory via the establishment of norms and procedures for the retention and transfer of knowledge, as part of the UNAIDS succession planning process; (iv) building of the Secretariat's culture around knowledge management; and (v) creating space for people to share the knowledge they have, to ask and learn from others. Main tasks and Responsibilities of the Position: Under the supervision of the Chief, Knowledge Management, the Assistant (Office Administration) has the following key responsibilities:

1) General administrative support:

a) Answers queries concerning administrative, HR, financial and other rules and procedures, providing ongoing advice and/or resolving issues. 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 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. d) Maintains office/programme/project files for completed and ongoing activities in paper or electronic form for monitoring purposes as required. Maintains stationary and other supplies and provides office troubleshooting and general assistance support to staff in the office, as required. e) 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. f) If required, provides information and informal interpretation from/to the local language and other services for office staff and official personnel on travel.

2) Support to substantive programme and operational development and implementation:

a) Provides assistance in the implementation of department/division/office/ programme/ project 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. b) Performs routine research activities, and collects and compiles statistical and other qualitative and quantitative information from a variety of sources on subjects relevant to the department/division/office/programme/project substantive activities to facilitate the preparation of reports, working papers, and presentations, under appropriate guidance. c) Prepares contracts and obtains necessary approvals, monitors expiration dates, and tracks payments and deliverables. d) Within the delegation of authority, liaises with official contacts on administrative 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.

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. 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. c) Assists in budget preparation and audits, as instructed. d) 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 UNAIDS work and/or accounting and financial management and/or IT and/or communication and/or English as a second language. Competencies: UNAIDS Values: Commitment to the AIDS response. Integrity Respect for diversity

Core competencies: Working in teams Communicating with impact Applying expertise Delivering results Driving change and innovation Being accountable Experience: Essential: A minimum of five years of 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 Thai language. Desirable: Knowledge of additional UN official languages. Additional Information: Please note that for this vacancy only nationals of Thailand and legal residents holding a valid residence or work permit are eligible to apply. A valid passport will be requested. Furthermore, only online applications will be accepted. Other similar positions at the same level may be filled from this vacancy notice. Annual salary: (Net of tax) Baht 717,305 at single rate - - - - - -

Applicants will be required to take a test. Applicants will be contacted directly if selected for an interview. - - - - - -

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. - - - - - -

Online applications are strongly encouraged to enable UNAIDS to store your profile in a permanent database. Please visit UNAIDS's e-Recruitment website at: https://erecruit.unaids.org. 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. Vacancy Notice Closed (automatic) This vacancy is shown for viewing only. It is not currently open for applications

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