UNAIDS recrute un assistant, Yaoundé,Cameroun

Under the general supervision of the UCD and working closely with other UCO staff, the incumbent provides secretarial and administrative support, and is assigned part of or all the following duties and responsibilities :

Secretarial : Screen incoming calls, emails, and correspondence and handle telephone queries, taking appropriate action; draft and finalize correspondence based on instructions or on own initiative; proof-read and edit, for grammar and style, correspondence, reports and documents before signature/approval. Keep the UCO’s contact directory and mailing lists updated. Design and draft presentations in PowerPoint, briefing notes, fact-sheets and communication materials. Manage the supervisor’s calendar, including setting up of meetings and appointments, prepare files with background materials; and ensure coverage arrangements in the absence of supervisor.Contracts : Prepare contracting and procurement documents (e.g., proformas), and manage the UCO’s contracts and agreements ensuring conformity with UNAIDS administrative rules and procedures, and track and request deliverables and once approved process payments. Initiate reprogramming and contract extensions, where necessary. Ensure all documents are systematically uploaded available in ERP and UCO’s shared folder.

Personnel-related issues : Monitor the contractual status of staff and consultants, 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. Assist with management of locally initiated recruitment processes (i.e., interns and consultants) in conformity with UNAIDS rules and procedures.

Organization of meetings/missions : Manage the planning and implementation of meetings, workshops, visits and missions organized or supported by the UCO, as well as regular divisional/team meetings, including but not limited to drawing up agendas and preparing background files, drafting minutes and notes 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. Assist with management of office premises and maintenance of equipment.

Finance : Maintain and monitor financial records of the UCO and verify accuracy of data. Prepare financial reports reconciling expenditure with budgets and workplan. Identify and draw to the attention of the supervisor gaps and discrepancies in financial records and accounts.

Perform other related duties as assigned, including replacing and backstopping for other UCO staff as required.

Required qualifications :

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

UNAIDS Values :

• Commitment to the AIDS response ;
• Integrity ;
• Respect for diversity.

Core competencies :

• Working in teams ;
• Communicating with impact ;
• Applying expertise ;
• Delivering results ;
• Driving change and innovation ;
• Being accountable.

Experience :

Essential : Five years’ experience in secretarial positions, including experience in dealing with administrative issues, and some experience in the UN System, including knowledge of its rules and procedures.

Desirable : Experience in UNAIDS or WHO and in the use of system such as ERP.

Languages : Essential: Excellent knowledge of English and French together with that of the local language (where the local language is not an official language).Desirable : Knowledge of another UN official language

Annual salary : (Net of tax) 9166 thousands of CFA francs at single rate