Vacancy No: 327121/2014
Functional Title: Administrative
Assistant
Assistant
Date of Issue: October 1st, 2014
Grade: GS6/1
Duty Station: Kigali – Rwanda
Org Unit. UNAIDS Country Office
Reporting to: Country Director
Functions/Key Results Expected
Under the overall guidance and supervision of the
Country Director, The Admin/Finance Assistant is responsible for providing
technical and programme support and is assigned part or all of the following
responsibilities:
Country Director, The Admin/Finance Assistant is responsible for providing
technical and programme support and is assigned part or all of the following
responsibilities:
Finance:
In compliance with UNAIDS Financial rules and
reporting policies, maintain and monitor financial records for office, ensuring
accuracy of budget tines, records, receipts, payments, balances. expenditures
and other data for day-to-day transactions, including but not limned to
reviewing financial documents to record and reconcile expenditures, balances,
payments, statement of accounts and other records for day-to- day transactions
and checking sources, making necessary calculations end ensuring the inclusion
of all relevant data: identifying discrepancies in accounts and drawing the
attention of and/or seeking advice from the supervisor and/or other staff
members.
reporting policies, maintain and monitor financial records for office, ensuring
accuracy of budget tines, records, receipts, payments, balances. expenditures
and other data for day-to-day transactions, including but not limned to
reviewing financial documents to record and reconcile expenditures, balances,
payments, statement of accounts and other records for day-to- day transactions
and checking sources, making necessary calculations end ensuring the inclusion
of all relevant data: identifying discrepancies in accounts and drawing the
attention of and/or seeking advice from the supervisor and/or other staff
members.
Draft monthly and/or ad hoc reports for budget
preparation and audits, and the preparation of annual budget, liaising with HO
on procedures and regulations pertaining to the financial reporting.
preparation and audits, and the preparation of annual budget, liaising with HO
on procedures and regulations pertaining to the financial reporting.
Brief and assist staff on basic financial procedures
and requirement 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 the disbursement of funds as well provides guidance on the proper
monitoring and effective utilization/handling of funds and other financial
issues.
and requirement 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 the disbursement of funds as well provides guidance on the proper
monitoring and effective utilization/handling of funds and other financial
issues.
Review and recommend appropriate action for timely
accounts closure and corrective actions on un-posted and unapproved vouchers,
exceptions, responding to request from headquarters to resolve financial data
issues.
accounts closure and corrective actions on un-posted and unapproved vouchers,
exceptions, responding to request from headquarters to resolve financial data
issues.
Office Administration:
Provide administrative and general support including
processing and following-up or requests to and issues with governmental
institutions, national and international organizations, associations, network
of people living with HIV (PLHIV), UN agencies and other partners in the
country.
processing and following-up or requests to and issues with governmental
institutions, national and international organizations, associations, network
of people living with HIV (PLHIV), UN agencies and other partners in the
country.
Serve as focal point for Alt HR matters, financial
matters and security matters. Including but not limited to ensure that all
staff and visitors receive basic and advanced training on security in the
field.
matters and security matters. Including but not limited to ensure that all
staff and visitors receive basic and advanced training on security in the
field.
Brief and provide guidance to general service staff
assigned to the office, answering enquiries concerning administrative and
financial rules and procedures, providing advice on and/or resolving problems
on an ongoing basis.
assigned to the office, answering enquiries concerning administrative and
financial rules and procedures, providing advice on and/or resolving problems
on an ongoing basis.
Research, collect and compile statistical and other
information from government offices. NGOs and international organizations and
background information for use in discussion with government and other
organizations in support of technical activities of UNAIDS office and
disseminating data and information as required.
information from government offices. NGOs and international organizations and
background information for use in discussion with government and other
organizations in support of technical activities of UNAIDS office and
disseminating data and information as required.
Provide assistance to the implementation of the
programme activities, namely develop, support and assist with the organization
of activities of the United Nations Joint Theme on HIV/AIDS, seminars,
workshops training sessions, drafting notes for the record, meeting
minutes, agendas, hand-outs for the meeting as required, prepare and/or
coordinate the preparation of field visits for the missions in cooperation with
programme, NGOs and government departments, including drafting agendas and
supporting documents for the Country Director and other professional staff
missions, maintaining programme/project files for completed and on-going
activities, projects and regional projects. together with electronic
archive of project documents and reports, as well as records, documents and control
plans for the monitoring of project/programme implementation.
programme activities, namely develop, support and assist with the organization
of activities of the United Nations Joint Theme on HIV/AIDS, seminars,
workshops training sessions, drafting notes for the record, meeting
minutes, agendas, hand-outs for the meeting as required, prepare and/or
coordinate the preparation of field visits for the missions in cooperation with
programme, NGOs and government departments, including drafting agendas and
supporting documents for the Country Director and other professional staff
missions, maintaining programme/project files for completed and on-going
activities, projects and regional projects. together with electronic
archive of project documents and reports, as well as records, documents and control
plans for the monitoring of project/programme implementation.
Perform other related duties as assigned, including
replacing and/or backstopping for others.
replacing and/or backstopping for others.
Recruitment Qualifications
Education: University
degree in Accountancy, Finance, Business Administration, Public Administration,
Economics or related fields.
degree in Accountancy, Finance, Business Administration, Public Administration,
Economics or related fields.
Experience: A minimum of 5
years of professional work experience in financial/administrative positions,
including experience in dealing with administrative issues, combined with
experience in UNAIDS or WHO, Including knowledge of rules and procedures.
years of professional work experience in financial/administrative positions,
including experience in dealing with administrative issues, combined with
experience in UNAIDS or WHO, Including knowledge of rules and procedures.
Language
Requirements:
Requirements:
Essential: Excellent
knowledge of English.
knowledge of English.
Desirable: Knowledge of
another UN language
another UN language
Interested persons are kindly requested to send
applications in a sealed envelope, including a letter of Interest curriculum
vitae and updated P 1 form (downloaded from www.un.ps/en/form/p11.doc
). Please quote vacancy number and position title on the envelope:
applications in a sealed envelope, including a letter of Interest curriculum
vitae and updated P 1 form (downloaded from www.un.ps/en/form/p11.doc
). Please quote vacancy number and position title on the envelope:
UNAIDS Rwanda
KG 501St, King Faisal Hospital Road
P. O. Box 445
Kigali – Rwanda
Tel: .250 252 570403
Please note that:
- This vacancy is open to Rwanda nationals only
- Applications received after the closing date will
not be considered - Only those candidates that are short-listed for
interviews will be notified - UNAIDS is an equal opportunity employer which
strives to achieve overall balance in its staffing patterns.
Closing date for applications is 29thOctober
2014 at 13:00
2014 at 13:00