Assistant, Office Administration, Caracas, Venezuela
UNAIDS
Caracas, Venezuela
hace 5 días

MANDATE OF THE DEPARTMENT :

The UCO Venezuela provides leadership and coordinates the expanded UN system response in Venezuela. Using an equity and equality lens as part of the Sustainable Development Goals (SDGs), the UCO Venezuela scales up HIV services focused on key populations and locations most at risk.

The UCO Venezuela 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 Venezuela 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 the UCD, the Assistant, Office Administration has the following key responsibilities :

1) General administrative support :

a. Provides administrative support and general office assistance, including but not limited to attending telephone calls and responding to enquires, collecting, screening and distributing incoming correspondence and documents, processing and following up on requests from internal and occasionally external partners.

b. 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 assistance support to staff in the office, as required.

c. As instructed prepares in final version general and administrative correspondence. Checks correspondence submitted for clearance for consistency, style, accuracy and compliance with corresponding rules and procedures.

d. If required, provides information and informal interpretation from / to the local language and other services for office staff and official personnel on travel.

e. 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.

  • f. Maintains and monitors financial records and daily transactions. 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.

    2)Support to substantive programme and operational development and implementation :

  • a. Provides 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 hand-outs and other materials for the events; coordinating office / programme / project travel plans and visits for the responsible staff or external stakeholders.

    b. Upon instruction, arranges for services from external suppliers such as catering, transportation and interpretation service providers.

    c. Maintains calendars, monitors expiration dates and deliverable deadlines, prompting or following up with other team members as required.

    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 English as a second language.
  • Competencies : UNAIDS Values :

    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 account Experience :
  • Essential :

  • A minimum of four years of general office administration experience. 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 :

    Essential :

  • Proficiency in Spanish and good command of English.
  • Desirable :

  • Knowledge of UN official languages..
  • Additional Information :

    Please note that for this vacancy only nationals of Venezuela 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)

    18570 USA Dollars at single rate

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