NGO Gateway

Position title: Assistant, Office of the Chief Scientific Adviser to UNAIDS (CSO) Grade: G5 Contract type: Fixed-term appointment Duration of contract: Fixed term appointment	Date: 20 June 2008 Deadline for application: 16 July 2008 (22 day(s) until closing deadline) Currently accepting applications Organization unit: UNAIDS (UNAIDS) Evidence, Monitoring and Policy Department (EMP)/Office of the Chief, Scientific Adviser to UNAIDS (CSO) Duty station: GENEVA Switzerland

PURPOSE OF POSITION: The Mission of the Office Chief Scientific Adviser to UNAIDS is to enhance the capacity of UNAIDS staff to support country, regional, and global action through scientific evidence synthesis, strategic inputs to policy formulation and programming, and timely knowledge translation leading to improved understanding among stakeholders of the epidemics and key components of effective responses.
Main tasks and Responsibilities of the Position: Under the supervision of the Chief Scientific Adviser to UNAIDS (CSA), the incumbent provides administrative support to the Office of the Chief Scientific Adviser. 1. Secretarial: Screen incoming calls, emails, and correspondence and handle telephone queries, taking appropriate action in consultation with the Chief Scientific Adviser. In the absence of the latter, consult with Research Officer if relevant or take action based on own judgment and initiative. Maintain the filing system for the Office of the Chief Scientific Adviser to UNAIDS. Manage the calendar of the Chief Scientific Adviser; organize meetings with internal and external partners; prepare day file and ensure, wherever feasible, that the Chief Scientific Adviser has adequate background materials prior to all meetings. 2. Related Administrative Responsibilities: Coordinate requests for responses to scientific matters from EXO and responses to administrative matters from DXD Programme and Director, EMP. Coordinate responses to requests for scientific and strategic information from internal and external partners, along with requests from the media for interviews, to ensure that these requests are dealt with-expeditiously. Ensure that requests for the scheduling of meetings, interviews, invitations to meetings, etc. addressed to the Office of the Chief Scientific Adviser are dealt with expeditiously. Draft and prepare correspondence based on instructions from the Chief Scientific Adviser, or on own initiative. Proof-read and edit general correspondence before signatures by the Chief Scientific Adviser. Perform informal translation of and proof-read technical presentations from English to French. Handle all aspects of travel arrangements for the Office of the Chief Scientific Adviser, including preparation of travel files with complete briefing materials. 3. Budget: Assist in drawing up the budget for the Office of the Chief Scientific Adviser (CSO); track implementation rates for various budget subcategories in collaboration with the Administrative Assistant, EMP. Track extra budgetary spending; prepare draft reports to donors; and liaise with administrative staff of funding agencies. 4. Contract: Preparation of Programme Review Committee proposals and Letters of Agreement for signature by the Chief Scientific Adviser; manage Agreement for Performance of Work contracts with external parties, tracking deliverables and payments by maintaining a database to monitor status of contracts and unliquidated obligations; and represent the CSO at relevant administrative meetings. 5. Personnel: In close cooperation with HRM, monitor the contractual status of CSO staff; drawing to the attention of the Chief Scientific Adviser contract ending dates in a timely manner; initiate extensions where necessary, monitor due dates of performance evaluation reports; advise members of the CSO regularly on general administrative procedures; and update absence chart and the contact system. 6. Meetings: Monitor plans for consultations organized or supported by CSO including conference calls and video links for working groups; compile CSO inputs for the Weekly Preview; coordinate meeting participant travel and accommodation plans, logistical arrangements, preparation of background documentation, supervise administrative arrangements for meeting conduct, and meeting follow-up, including preparation of reports. Organize weekly CSO meetings; draw up the agenda and supporting documentation; prepare notes for the records and action plan. 8. Web management: Manage the UNAIDS HIV This Week blog site; as a member of the production team, format drafts of HIV This Week; post final versions of HIV This Week issues on the UNAIDS website using the Dreamweaver programme, labelling with blog tags allowing site searching; and alert CSO staff to posted comments.
REQUIRED QUALIFICATIONS
Education: Completion of secondary school, and training in secretarial and office systems to diploma level. Desirable: University degree with scientific background interest.
Competencies: Computer literacy, basic accounting skills, database user, internet and "blog management" skills.
Experience: Five to seven years of secretarial experience with sound knowledge of secretarial/administrative rules, regulations, procedures and practices and familiarity with WHO/UN administrative procedures.
Languages: Excellent knowledge of English and French. Desirable: Knowledge of another UN official language.
Additional Information: Please note that for General Service vacancies only residents of Geneva and surrounding area are eligible. Furthermore, we will only accept online applications for General Service vacancies. Further, employment with UNAIDS is subject to successful completion of the WHO Inbox test. The test includes tasks on Microsoft Office software (Word, Excel and PowerPoint), as well as other secretarial and office tasks usually required in an office environment at WHO/UNAIDS.
For details, visit: https://erecruit.unaids.org/public/hrd-cl-vac-view.asp?jobinfo_uid_c=19805&vaclng=en