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Assistant Job in Nairobi, Kenya – UN

Title: Assistant

Vacancy No.: UNAIDS/13/FT35

Grade: G5

Contract type: Fixed-Term Appointment

Duration of contract:  One year

Application Deadline: 20 July 2013

Organization unit:
Technology and Innovation / Field and Remote Support Division

Duty station:  Nairobi Kenya

Mandate of the Department:

  • The Technology and Innovation Department (TIN) ensures that information technology is a strategic enabler of the vision of Getting to Zero, and contributes to the transition from managing a disease to ending an epidemic.
  • TIN makes possible new ways of collaboration, facilitates greater sharing of knowledge and provides new tools to reach out and communicate - with unprecedented reach and speed - with our key stakeholders and constituencies.
  • To play this important role, the department is an agent of change, contributing to making UNAIDS work fast, smart and efficiently.
Main tasks and Responsibilities of the Position:

Under the general supervision of the responsible officer, working closely with others, the incumbent provides secretarial and administrative support, and is assigned part of or all the following duties and responsibilities:
  • Secretarial: Screen incoming calls, emails, and correspondence and handle telephone queries, taking appropriate action, drafting and finalizing correspondence based on instructions or on own initiative; proof-reading and editing, for grammar and style, correspondence and documents before signatures; designing and/or drafting presentations in PowerPoint; managing the supervisor's calendar, including setting up of meetings and appointments, preparing files with background materials; and ensuring coverage arrangements in the absence of supervisor.
  • Contracts: Prepare or oversee the preparation of, and manage the division/team contracts and agreements ensuring conformity with UNAIDS administrative rules and procedures, as well as tracking deliverables and payments.
  • Personnel-related issues: Monitor the contractual status of staff, drawing to the attention of the supervisor in a timely manner contract ending dates; initiate extensions where necessary; monitor due dates of performance evaluation reports, and coordinate travel and leave calendar.
  • Organization of meetings: Manage the planning of meetings organized or supported by office, as well as regular divisional/team meetings, including but not limited to drawing up agendas and preparing background files, drafting minutes and note for the record; organize conference calls and video conferences.
  • General Administration: Participate in the harmonisation of administrative and management systems within the office/team, sharing experiences and lessons learnt with others; developing and maintaining a comprehensive filing system; coordinating quarterly travel plans; and handling all aspects of travel arrangements for the supervisor and other staff/consultants.
  • Perform other related duties as assigned, including replacing and backstopping for others as required.
Required Qualifications:


Completion of secondary school, complemented by secretarial training, including training in ICDL (International Computer Driving Licence) Core Certification

Higher education.


  • 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

A minimum of five to seven years' experience in secretarial positions, including experience in dealing with administrative issues, and some experience in the UN system, including knowledge of its rules and procedures.

Experience in the UN System and in the use of system such as ERP.


Excellent knowledge of English.

Knowledge of another UN official language

Annual salary, (Net of tax)
: 1,486,554 Schillings at single rate

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 WHO Staff Regulations and Rules.

Only candidates under serious consideration will be contacted.


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: 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.

To Apply click here

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