VACANCY ANNOUNCEMENT No. AI/RSJ 327128
UNAIDS is the Joint United Nations Programme on HIV and AIDS, that brings together the efforts
and resources of UN Agencies and aims to advance global progress in achieving country set
targets for universal access to HIV prevention, treatment, care and support and to halt and
reverse the spread of HIV and contribute to the achievement of the Millennium Development
goals by 2015. The UNAIDS Country Office in Uganda coordinates coherent action on HIV and
AIDS within the UN system through the UN Theme Groups, and the Joint Programme on HIV and
AIDS. In addition, the Country Office helps mount and support an expanded response to HIV and
AIDS by engaging the efforts of many sectors and partners from government, civil society and the
international development community. The UNAIDS Country Office seeks to recruit a competent
person for the post below;
Title of the post: Administrative Assistant
Organization: UNAIDS
Type of Contract: Fixed-Term Contract
Level: GS 6
Duty Station: Kampala
Key responsibilities
Under the guidance and supervision of the UNAIDS Country Coordinator, the Administrative
Assistant is responsible for providing technical and programme support that includes the following
responsibilities:
Office Administration
• Provide assistance to the implementation of the programme activities, through support with
the organization of meetings and activities of the UN TG on HIV and AIDS, seminars,
workshops, training sessions, drafting records of meetings.
• Prepare and coordinate the preparation of field visits in cooperation with the programme,
NGOs and government departments
• Drafting agendas and supporting documents for the UCC and other professional staff
missions
• Maintain filing system for both completed and on-going programme activities for both
electronic and manual filing systems
• Manage the documentation centre; research and collect and compile statistical and other
information from government offices, NGOs and international organizations; disseminate data
and information as required
• Provide administrative and general secretarial support , including but not limited to screening
and distributing incoming correspondence and documents; drafting and finalizing
correspondence on own initiative or as instructed; processing and following-up on requests to
and issues with governmental institutions, national and international organizations,
associations, network of PLHIV, UN Agencies and other partners in the country
• Serve as focal point for all HR matters, including providing guidance to General Service Staff
assigned to the office, answering enquiries concerning administrative and financial rules and
procedures, providing advice on/or resolving problems on an on-going basis
• Serve as focal point for security matters; including but not limited to ensuring that all staff and
visitors receive basic and advanced training on security in the field, training on HF and VHF
radio; facilitate briefing on security situation by UNDSS when appropriate; process or oversee
the processing of security clearance authorizations for staff travel, ongoing update of security
logs
Finance
• In compliance with UNAIDS financial rules and reporting policies, maintain and monitor
financial records for the Country Office; including reviewing of financial documents to record
and reconcile expenditures, balances, payments, statement of accounts and other records
for the daily transactions
• Draft monthly and/or ad hoc reports for budget preparation and audits, and the preparation
of annual budgets
• Brief and assist staff on basic financial procedures and requirements with respect to
payments, entitlements, banking and currency control provisions and other requirements
relating to accounts and finance
• Providing advice on appropriate procedures to be observed by UNAIDS and other UN offices
in disbursement of funds
• Provide proper monitoring and effective utilization of funds
• Perform other related duties as assigned, including backstopping for others.
Knowledge and experience
Education:
Essential: Completion of secondary school, complemented by secretarial and administrative
training, including ICDL (International Computer Driving Licence) Core Certification.
Desirable: Higher education; training or good knowledge of accounting practices.
Experience:
Essential: A minimum of eight to nine years’ experience in secretarial and/or administrative
positions, including experience in dealing with administrative issues, combined with experience in
UNAIDS or WHO, including knowledge of its rules and procedures.
Languages:
Essential: Excellent knowledge of the official language of the duty station
Desirable: Knowledge of another UN official language
Functional/Technical knowledge/Skills
Demonstrated knowledge and skills with computer packages. Sound knowledge of UN
administrative rules, regulations, procedures and practices
Knowledge of UN security procedures.
Ability to multitask and work under pressure.
Application procedures
Interested applicants should send detailed CV, naming 3 referees and attach photocopies of
testimonials to the address below not later than 5:30p.m on 14th July 2012. Please indicate the
vacancy number on the envelope:
The UNAIDS Country Coordinator, Joint United Nations Programme on HIV/AIDS, Plot 60
Prince Charles Drive, Kololo, P. O. Box 24578, Kampala, Uganda
Note: Only short listed candidates will be contacted. Applications received after the deadline will not
be considered.