Current Opportunities at UNAIDS

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Assistant Office Administration G5

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.

Programme Manager, Community Led monitoring

Main tasks and Responsibilities of the Position:
Under the direct supervision of the UNAIDS Country Director and working closely with Strategic Information (SI) and Equality and Rights for All (ERA) Advisers, the Programme Manager, Community Led Monitoring performs the following functions:

Coordinating and overseeing the CLM initiative

• Facilitate stakeholders’ engagement and consensus building on the country CLM framework
• Facilitate the development of relevant documentation to select the implementing partners of CLM in Kenya
• Facilitate effective and equitable grant making towards community led organizations
• Oversee the development and execution of annual work plan and budget and ensure that the proposed activities are underpinned on the CLM principles aligned with overall project objectives, country programme and strategic plan.
• In coordination with the UCD, SI and ERA Advisers, lead the day-to-day decision-making in relation to CLM project activities.
• Monitor the implementation and reporting of the activities by partners and provide technical guidance to them as required.
• Contribute to the preparation of relevant meetings and ensure that recommendations are addressed.

Managing relationships, partnerships, policy, and advocacy efforts:

• In coordination with the UCD, SI and ERA Advisers, provide policy and strategic advice relating to CLM
• Ensure continuous engagement of communities for a full buy-in and support to effective implementation of CLM
• Scale partnership with key CLM counterparts, and foster/enhance collaboration, synergies and complementarities with Government counterparts, national partners, other donor funded CLM processes, including current PEPFAR and GF CLM grantees and CSO.
• Establishes strong ties to and with national programmes, and relevant sectoral strategies, priorities, and plans including with non-state organizations

Coordinating monitoring and evaluation activities of the projects/initiatives under his/her portfolio:

• Conduct assurance activities and monitoring related to the implementation of the project.
• Set direction for monitoring and evaluation priorities in accordance with UNAIDS rules and regulations.
• Guide development of overall monitoring and evaluation systems for the project and put mechanisms in place for proper and timely reporting.
• Lead quarterly review meetings and annual projects reviews by monitoring the progress of project implementation, assessing results, and identifying areas of weaknesses to ensure the projects achieve the planned results in accordance with relevant plans.
• Monitor and manage any strategic risks/issues facing the project;
• Evaluate all key project deliverables, as well as final product to ensure traceability of requirements, high quality and client acceptance.

Facilitating knowledge management and sharing:

• Manage stakeholder expectations and participate in communication activities to inform stakeholders of progress and issues.
• Establish and maintain a friendly internal communication system to ensure smooth communication among and between the projects partners.
• Lead the process of knowledge creation and dissemination related to national, regional, and global know-how in the areas CLM
• When required, represent the project with donors, government and national and international forums relating to CLM.
• Perform other related duties as assigned.

REQUIRED QUALIFICATIONS
Education:

• Essential: Advanced university degree at Master´s level or equivalent in Public Health, Medicine, Economics, Social or Political Sciences or another relevant field related to the responsibilities. A relevant first university degree and 4 years of relevant professional experience will be considered as equivalent for internal candidates only.

Desirable:

• Other studies e.g, project management, community health and public administration.

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 2 years of experience in policy, planning, managing and implementing community programmes in public health and HIV, and/or economic, corporate and sustainable development, or closely related areas, at national level. Experience managing Donor assistance projects of a similar size and scope and experience managing multi-sectoral projects.

Desirable:

• Proactive leadership with excellent communication skills and ability to build and maintain relationships with host governments, donors, other donor-funded projects and stakeholders, local organizations, and communities. Prior experience managing Donor assistance projects of a similar size and scope and experience managing multi-sectoral projects.

Languages:

• Essential: Advanced level of English.
• Desirable: Knowledge of additional UN official languages.

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