MANDATE OF THE DEPARTMENT: The Eastern and Southern Africa 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 ESA 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 UNAIDS Country Office (UCO) in Kenya provides leadership and coordinates the expanded UN system response on a national level, scaling up rights-based HIV services for all, focusing on underserved populations including Key Populations, Women and girls, and locations most at risk. The UCO also works to ensure that equitable financing for the HIV response and broader health systems is available. It further 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. It strengthens the capacities of communities and their meaningful engagement in the national HIV response, processes and mechanisms. It provides support and technical guidance as necessary to national and county partners and policymakers. 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:1)General administrative supporta.Supports to answer 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 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.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 implementationa.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.b.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.c.Prepares contracts and obtains necessary approvals, monitors expiration dates, tracks payments and deliverables.a.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.3)Financial transaction and monitoring supporta.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 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.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 or relevant technical or vocational trainingDesirable: 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 CompetenciesUNAIDS Values:Commitment to the AIDS responseIntegrityRespect for diversityCore competencies:Working in TeamsCommunication with ImpactApplying ExpertiseDelivering ResultsDriving Change and InnovationBeing AccountableManagerial competencies:Vision and strategic thinkingLeading TeamsBuilding Relationships and NetworksDeveloping and Empowering OthersManaging Performance and ResourcesVision and Strategic ThinkingExercising 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. Additional Information: Please note that for this vacancy, only nationals of Kenya are eligible to apply. You are required to reside within reasonable commuting distance of the UNAIDS office located in Nairobi. 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) 1,936 688 Kenya Shillings at single rate
