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/24/FT46 Title: Associate, Office Administration G6 Grade: G6 Contract type: Fixed-term Appointment Duration of contract: Two years
Date: 3 October 2024 Application Deadline: 24 October 2024 Organization unit: AI/RSJ Regional Support Team, East and South Africa (AI/RSJ) / AI/ETH Ethiopia (AI/ETH)
Addis Ababa, Ethiopia Duty station: Addis Ababa Ethiopia
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. You can access the full UNAIDS Competency Framework @www.unaids.org..
MANDATE OF THE DEPARTMENT: The Regional Office provides leadership and coordinates support for an expanded UN system response to ending the AIDS epidemic at regional and country level. It steers, promotes and supports regional and national partners and the UN system towards ending AIDS as a public health threat by 2030. Using an equity and equality lens as part of the Sustainable Development Goals (SDGs), the Regional Office promotes effective use of strategic information of the epidemic trends and the status of its response and provides technical leadership on people-centered HIV prevention and response in the region focused on key populations and locations most at risk.
The Ethiopia Country Office provides leadership and coordinates the expanded UN system response in Ethiopia. Using an equity and equality lens as part of the Sustainable Development Goals (SDGs), the Ethiopia Country Office scales up HIV services focused on key populations and locations most at risk. The Ethiopia Country Office promotes effective use of strategic information to better understand and track the epidemic and its trends, and to measure progress and sustainable impact of the response in Ethiopia. It supports efforts to strengthen the capacities of communities and their meaningful engagement in health, social protection, and human rights mechanisms, and provides intellectual support and technical guidance as necessary to national partners and policymakers.
Main tasks and Responsibilities of the Position: Under the supervision of the UNAIDS Country Director (UCD), the Associate Office Administration (AA) has the following key responsibilities: 1)Overall operations a) Support the efficient delivery of operations services including monitoring of financial, information technology, travel, Security, protocol and procurement -related activities. b)Work closely with the Associate Office Administration (AA) UNAIDS Country Office (UCO) and the AA Africa Union Liaison Office (AULO) to provide administrative support in office operations, UN common service management and engage in the UN inter‐agency operational working groups (BOS, BCP & ORMS) to ensure the security and good functioning of both UNAIDS Country & AU Liaison offices. c)Support for development and review of the Operations Work Plan budget in consultation with AA UCO and the AA AULO, Regional Operations Management, and office Directors. d)Support the implementation of operational activities and make recommendations for systems and procedures strengthening. e)Support system procedures improvements, aimed at overall performance enhancement, for the consideration of the office management. Perform the annual inventory submission and liaise with the HQ to update the fixed assets register. Ensure the accuracy of the fixed assets register on a regular basis and update the assets register to reflect separately the UCO & AULO inventory items. f)Support implementation of the Office UN Minimum Operating Security Standards (MOSS) compliance.
2) Financial transaction and monitoring support a.Check the validity of expenditure requests by ensuring adherence to applicable rules and procedures, as well as the availability of funds, before submission to the authorized officer(s) for approval. b.Enter contract details into the ERP system, in compliance with procurement and partnership procedures, and using corporate documents like MoU, PFA, LOA, DFC, and UN to UN agreement. c.Ensure timely payments to suppliers, support the bank reconciliation process, petty cash accounts and reviews monthly financial statements for signature by the authorized officer(s). d.Work closely with the AA UCO and the AA AULO to support the preparation of periodic financial and narrative reports in an appropriate format. Assist with budget analysis and suggest ways to use resources more efficiently. e.In compliance with UNAIDS financial rules and reporting policies, undertake transactions using the designated corporate platforms and systems, ensuring accuracy of budget lines, records, receipts, payments, balances, expenditures and other data. f.Support the AA UCO and the AA AULO to draft reports for budget preparation and audits. g.Provide support on all procurement issues including collecting and analyzing proformas. h.Performs other related duties as assigned, including replacing and/or backstopping for others.
3) Information Communication Technology Support a.Provide ICT support to the UCO and AULO in collaboration with the UNAIDS Global Service Desk Coordinator.,. b.Respond to routine technology-related queries and escalate to UNAIDS GSD as needed to provide staff members with timely services. c.Ensure that all support tasks are logged in UNAIDS’ global ticketing system based on guidelines provided by the Global Service Desk
REQUIRED QUALIFICATIONS
Education: Essential: Post-secondary paraprofessional training or certification in work-related areas. Desirable: Higher
education, training in Finance & Information Communication Technology practices. Knowledge of Microsoft Operating system and CCNA or CCNP certified an asset. Knowledge of best practices and standards of UNAIDS IT requirements
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 six years of progressively responsible general operations, including experience in dealing with Finance, Information Communication Technology & operational matters.
Desirable: Knowledge of and/or familiarity with the administrative processes of international organizations. Knowledge of and experience with UNAIDS or WHO administrative policies.
Languages: Essential: Advanced level of English
Desirable: Knowledge of additional UN official languages.
Additional Information: Please note that for this vacancy, only nationals of Ethiopia are eligible to apply. You are required to reside within reasonable commuting distance of the UNAIDS office located in Addis Ababa. 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) ETB 21,998 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.
More Information
- Job City Addis Ababa, Ethiopia
