Assistant

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. Project and financial management: Provide administrative support for the UCO workplan (planning, implementation and monitoring) and projects as required. Linkages: Internal: -Staff at all levels in the country: To give, obtain and exchange information on and coordinate financial and administrative matters. Guidance, administrative oversight and daily collaboration. Teamwork -Teams, divisions and departments throughout UNAIDS, including RSTs: To coordinate activities, exchange information and ensure adherence to UNAIDS processes and quality delivery by the team, to exchange information and coordinate the organization of meetings Teamwork External: -Officials representing Cosponsors, UN and Agencies, partner institutions: Within the delegated authority, to give and obtain information. -Meeting participants: To exchange information and coordinate meetings related issues; to provide secretarial support during meetings -Service providers, consultants, contractors: To follow-up on deliverables and reports

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

Essential: Advanced knowledge of French and Intermediate level of English

Essential: Completion of secondary school, or relevant technical or vocational training.

s 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. Project and financial management: Provide administrative support for the UCO workplan (planning, implementation and monitoring) and projects as required. Linkages: Internal: -Staff at all levels in the country: To give, obtain and exchange information on and coordinate financial and administrative matters. Guidance, administrative oversight and daily collaboration. Teamwork -Teams, divisions and departments throughout UNAIDS, including RSTs: To coordinate activities, exchange information and ensure adherence to UNAIDS processes and quality delivery by the team, to exchange information and coordinate the organization of meetings Teamwork External: -Officials representing Cosponsors, UN and Agencies, partner institutions: Within the delegated authority, to give and obtain information. -Meeting participants: To exchange information and coordinate meetings related issues; to provide secretarial support during meetings -Service providers, consultants, contractors: To follow-up on deliverables and reports REQUIRED QUALIFICATIONS Education: Essential: Completion of secondary school, or relevant technical or vocational training.