Duty station: Santo Domingo Dominican Republic

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.

MANDATE OF THE DEPARTMENT:

The UCO Dominican Republic provides leadership and coordinates the expanded UN system response in Dominican Republic. Using an equity and equality lens as part of the Sustainable Development Goals (SDGs), the UCO Dominican Republic scales up HIV services focused on key populations and locations most at risk. The UCO Dominican Republic 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 Dominican Republic]. It supports efforts to strengthen the capacities of communities and their meaningful engagement in health, social protection, and human rights mechanisms, and provides support and technical guidance as necessary to national partners and policymakers.

Main tasks and Responsibilities of the Position:

Under the supervision of UCD, the Assistant, Office Administration has the following key responsibilities:
1) General administrative support
– Answer queries concerning administrative, HR, financial and other rules and procedures, providing ongoing advice and/or resolving issues.
– Ensure 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.
– Provide 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.
– Maintain office/programme/project files for completed and on-going activities in paper or electronic form for monitoring purposes as required. Maintain stationery and other supplies and provide office troubleshooting and general assistance support to staff in the office, as required.
– As instructed draft or prepare in final version general and administrative correspondence. Check correspondence submitted for clearance for consistency, style, accuracy and compliance with corresponding rules and procedures.
– If required, provide 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 implementation
– Provide assistance in the implementation of department/division/office/ programme/project 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.
– Perform routine research activities, collect, and compile statistical and other qualitative and quantitative information from a variety of sources on subjects relevant to the department / division / office / programme / project substantive activities to facilitate preparation of reports, working papers, and presentations, under appropriate guidance.
– Prepare contracts and obtain necessary approvals, monitor expiration dates, track payments and deliverables.
– Within the delegation of authority, liaise with official contacts on administrative issues related to the involvement of government, donors, partners, and beneficiaries in substantive activities as well as on issues related to collaboration with other UN agencies.

3) Financial transaction and monitoring support
– In compliance with UNAIDS financial rules and reporting policies, carry out transactions using the designated corporate platforms and systems, ensuring accuracy of budget lines, records, receipts, payments, balances, expenditures, and other data.
– Maintain and monitor financial records and daily transactions. Selects and enters data, makes additional calculations, and ensure inclusion of all relevant data; identify discrepancies and seeks advice from supervisor and/or others, when necessary.
– Assists in budget preparation and audits, as instructed.
– Perform other related duties as assigned, including replacing and/or backstopping for others.REQUIRED QUALIFICATIONS

Education:

Essential: Completion of secondary education.

Desirable: 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 and/or English as a second language.Competencies:
UNAIDS Values
1. Commitment to the AIDS response
2. Integrity
3. Respect for diversity

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

Managerial competencies:
1. Leading Teams
2. Building Relationships and Networks
3. Developing and Empowering Others
4. Managing Performance and Resources
5. Vision and Strategic Thinking
6. Exercising Sound JudgementExperience:
Essential: A minimum of five years of general office administration experience, including experience in dealing with financial 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: Fluency in English and Spanish.

Desirable: Knowledge of additional UN official language.Additional Information:
Please note that for this vacancy only nationals of the Dominican Republic and legal residents holding a valid residence or work permit are eligible. A valid passport will be requested.
Furthermore, we will only accept online applications for local applicants.
Other similar positions at the same level may be filled from this vacancy notice.

Annual salary: (Net of tax)
DOP 896,324 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.