Title: Secretary/Administrative Assistant
Grade: G4
Duty Station: Kigali — Rwanda
Deadline for submission: 27th July 20121/2 pg bw
Key responsibilities
Under the supervision of the UNAIDS Country Coordinator working staff; the incumbent provides secretarial and administrative support following duties and responsibilities:
- Receive, screen and distribute incoming correspondence, attaching background information or related files as necessary and forwarding to the staff concerned, drawing their attention to specific issues/problems as necessary, including but not limited to drafting replies to general and administrative correspondence on the basis of instructions or on own initiative, and finalizing such; typing, editing for language and grammar, correcting and formatting, in accordance with UNAIDS and departmental styles, technical reports and documents, tabular materials and assisting in the preparation of presentations; as well as receiving and screening visitors and telephone calls , making appointments, answering queries and/or redirecting visitors and callers and/or obtaining pose of appointments with tact and discretion.
- Use on-line systems, to prepare travel authorizations, check timetables and costs with in-house travel agent, making flight and hotel reservations, processing security clearance authorizations as appropriate; and dealing with related matters as requested or on own initiative.
- In collaboration with the Team Assistant and/or the Assistant to the responsible officer, to monitor deadlines, reminding staff members of such and ensuring responded to in a timely manner; obtaining documents and information from various sources as required; and performing information-resource- searches (library, internet) as requested.
- In close collaboration with colleagues, to maintain the work area filing system, files for professional staff and obtaining relevant information as required.
- To participate in the organization of meetings, workshops, seminars, etc., e.g. typing lists of participants, travel authorizations, letters of invitation, documents, photocopying and preparing briefing files, presentations and slides; and preparing the necessary documents for security to ensure that identification badges are ready in a timely manner, reserving meeting rooms, dealing with hotel reservations, and providing secretarial support and assistance to participants during meetings.
- To perform other related duties as assigned, including provision of support to other areas of work teams as required.
Post requirements: knowledge and experience
EDUCATION
Essential: Completion of university level Al, complemented by secretarial training, including training in the use of office systems. ICDL (International Computer Driving Licence) Start Certification
EXPERIENCE
Essential: A minimum of three to four years´ experience in secretarial positions, of which preferably two years in the UN system.
Desirable: Experience in the UN System and in the use of system such as ERP.
LANGUAGES
Essential: A good working knowledge of the official language of the duty station together with that of the local language (where the local language is not an official language).
Desirable: Knowledge of another UN official language
FUNCTIONAL/TECHNICAL KNOWLEDGE/SKILLS
Good knowledge and skills with office software together with knowledge of UN secretarial and administrative rules, regulations, procedures and practices.
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
HOW TO APPLY
Interested candidates should submit their application letter accompanied by a CV and certified copies of diplomas and certificates before 27th July at 5:00 pm to the UNAIDS Reception in Kacyiru on the road to King Faisal hospital.
This position is for Rwandan nationals only.
Dr Amadou Moctar MBAYE
UNAIDS Country Coordinator
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