UNAIDS Country Office Pretoria
Post Title: Programme Assistant ICS5 (two positions)
Location: UNAIDS Country Officer (UCO), Pretoria
Summary of Main Functions
Under the guidance and direct supervision of the Operations Officer, the Programme Assistant provides administrative, financial and programmatic support to the Program Unit staff, particularly in the preparation of work plans and budgets; registry and secretarial support including receiving visitors; directing correspondence and calls; and diary management for Programme Staff. She/he is responsible for provision of support to the Program Unit meetings maintaining the meetings files-agendas, minutes and participant’s lists; processing travel and contracts for the Program Unit and ensuring travel claims are up to date. She/he also works closely with the Admin & Finance Associate and ensures that payments are requested in time, in accordance with milestones and allocated budget. The Programme assistant backstops the other Program Assistant and Admin & Finance Associate where necessary.
Duties and Responsibilities
- Provides assistance in the preparation and monitoring of Programme Unit workplans and budgets
- Assists the Operations Officer in the management of UNAIDS resources allocated to the UNAIDS Country Office (UCO), as per established protocols
- As the first port of call for visitors to the UCO, welcomes and directs visitors to the UCO
- Assists Operations Unit in preparation of UCO visits, provincial and UCO meetings/events or UNAIDS Headquarters meetings that Program staff need to attend
- Assist with administrative and logistical arrangements for meetings, workshops and conferences for the Program Unit, including secretariat services as required
- Prepares meeting minutes and follow-up action points from Program Unit meetings, conferences and workshops. Also maintains UNJT and Programme meetings and conferences files.
- Prepares quarterly travel plan for the Program Unit, processes travel and ensures travel claims are up to date and related communication to Program staff
- Processes travel for the Program Unit staff, consultants and meeting participants:
- Verifies completeness of travel request including proper authorization before forwarding to Operations
- Coordinates the issuance of per diems with UNDP
- Verifies completeness of travel claims, submits for approval and sends to HQ with a copy to central travel file
- Processes contracts for the Program Unit:
- Verifies completeness of the submission and proper authorization
- Liaises with the Operations Unit and UNDP for issuance of obligation
- Prepares submission to the Programme Review or Contracts, Assets and Procurement Committees and ensures copies of documents in Contracts file
- Processes payments in line with milestones and advises Programme Officers of required extensions and/or budgetary issues
- Prepares payment requests for contracts on the basis of contract terms and submits to the originator for authorization, and to the Finance Associate for processing
- Using monitoring tools such as Excel spreadsheet or similar, keeps Program Unit staff informed on status of travel and contracts being processed
- Acts as liaison between the Program Unit and the Operations Unit on all financial and administrative matters
- Performs other program and administrative duties as required.
Desired Personal Skills
- Excellent interpersonal / communication skills and ability to work effectively in an diverse environment, with people of different national and cultural backgrounds
- Client service approach with focus on results for the client; solicits feedback from colleagues and able to respond positively to critical feedback
- Good written communication skills
- Willingness to take on additional responsibilities if necessary
- Good judgment, sense of initiative, self-starter and good organizational skills
- Ability to work independently, under stress and with minimum supervision
- Ability to remain calm, in control and good-humored even under pressure
- Education: Essential - Completion of secondary school, complemented by secretarial training, including training in ICDL core certification
- Desirable: Higher education
- A minimum of 5 - 7 years’ experience in secretarial positions, including experience in dealing with administrative, financial and budget issues and some experience in UNAIDS or WHO, including knowledge of its rules and procedures. 5 years work experience as an administrative or program assistant or executive secretary, preferably in an international office setting
- Demonstrated ability to handle various tasks simultaneously, to accommodate/resolve conflicting priorities and demands, and to meet deadlines.
- Must be fully conversant with the Microsoft Office suite (Word, Excel, PowerPoint and Outlook) as well as internet and email.
- Knowledge of UN system, and UN administrative and financial procedures, rules and regulations is an asset
- Desirable: Experience in the UN system and in the use of a system such as ERP. Good understanding of HIV/AIDS issues
- Languages: Fluency in English
Closing date: 31 March 2015. Kindly use the post title as a reference.
Only shortlisted candidates will be contacted.
QUALIFIED WOMEN ARE ENCOURAGED TO COMPETE FOR THE POST.