Planning and Operations Assistant, Geneva

UNAIDS is an innovative United Nations partnership that leads and inspires the world in achieving universal access to HIV prevention, treatment, care and support.

UNAIDS' Cosponsors include UNHCR, UNICEF, WFP, UNDP, UNFPA, UNODC, UN Women, ILO, UNESCO, WHO and the World Bank. Visit the UNAIDS Web site at www.unaids.org

Vacancy No.: UNAIDS/14/FT30

Title: Planning and Operations Assistant

Grade: G5

Contract type: Fixed-Term Appointment

Duration of contract: 2 years

Date: 26 May 2014

Application Deadline: 23 June 2014

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Organization unit: AI/MER Management and Governance (AI/MER), AI/PFA Planning, Finance and Accountability (AI/PFA)

Programme Planning and Performance Monitoring

Duty station: Geneva Switzerland

MANDATE OF THE DEPARTMENT: Within the Management and Governance Branch, the Planning, Finance and Accountability Department is responsible for coordinating UNAIDS workplanning and resource allocation at all levels, monitoring the implementation of workplans and budgets and ensuring accountability of the Cosponsors and the Secretariat. The Department is responsible for developing and maintaining financial policies, infrastructure and services, ensuring smooth operations, risk management, compliance with financial regulations and rules, financial integrity and coherence in programmatic delivery.

The Planning, Finance and Accountability Department (PFA) works with and provides support to other departments, liaison offices, regional support teams and country offices as well as Cosponsors to ensure effective management of resources and achievement of progress against the goals and targets of the UN High Level Political Declaration on AIDS and UNAIDS 2011-2015 Strategy.

Within PFA, the Programme Planning and Performance Measurement division coordinates programme planning and ensures accountability of the Cosponsors and Secretariat at country, regional and headquarters level to the PCB. It assures value for money and provides leadership and advice on all aspects related to the development, performance monitoring, review and reporting of the UBRAF, in support of UN system efforts in countries to strengthen the national AIDS response.

Main tasks and Responsibilities of the Position: Under the direct supervision of the Division Chief, Programme Planning and Performance Measurement (PPPM), the Planning and Operations Assistant performs the following functions and tasks:

Strategic and operational planning/performance monitoring and reporting:

• Provide administrative support for PPPM workplan development and budget monitoring, and compile Division programme implementation progress reporting in ERP, including responding to basic queries related to the UBRAF;
• Support PPPM in conducting Division meetings and UBRAF-related meeting/briefings with Cosponsors, donors, permanent missions and NGO groups, and contribute to prepare required PowerPoint slides and presentations;
• Support the workplan development process and specifically liaise accordingly to compile the one-page workplan summaries from countries, regions, liaison offices and HQ divisions and departments;
• Contribute to the review of workplans uploaded in ERP to ensure consistency with the approved one-pagers, provide support to the mid-year and year-end workplan reporting process and monitor report completion.

Administrative and organizational support:

• Assist the Division Chief in effectively managing the division, including but not limited to organizing monthly division meetings, drawing up agenda and supporting documentation; preparing notes for the record and following up actions of staff members on all agreed division initiatives;
• Assist Division staff members in handling all personnel matters, such as contract extensions, duty and statutory travels, annual and home leaves, visa requirements and travel folder;
• Ensure implementation of staff performance appraisal system within the division with guidance from the PPPM Division Chief;
• Perform other tasks assigned by the Division Chief.

REQUIRED QUALIFICATIONS

Education: Essential:

• Completion of secondary school, complemented by secretarial and administrative training, including training in the use of office systems. ICDL (International Computer Driving Licence) Core Certification.

Desirable:

• Specialized management/executive training courses.

Competencies: 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

Experience: Essential:

• A minimum of five to seven years' experience in administrative and operations management functions.
• Advanced knowledge of spreadsheet and database packages, experience in handling of web based management tools and systems.
• Experience in administrative or programme planning and budget positions, in order to have a sound knowledge of WHO /UNAIDS financial budgetary, programme planning and administrative rules, regulations, procedures and practices.

Desirable:

• Work experience in the UN environment.

Languages: Essential:

• Advanced knowledge of English and working knowledge of 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 ICDL (International Computer Driving Licence). The test includes tasks on Microsoft Office software (Word, Excel, Outlook and PowerPoint, etc.) required in an office environment at UNAIDS.

Annual salary: (Net of tax)

75 093 CHF at single rate

Applicants will be required to take a test. Applicants will be contacted directly if selected for an interview.

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.

Online applications are strongly encouraged to enable UNAIDS to store your profile in a permanent database. Please visit UNAIDS's e-Recruitment website at: https://erecruit.unaids.org . 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.