Assistant (Communications), Geneva
Closing date: Saturday, 1 March 2014
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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/FT3
Title: Assistant (Communications)
Grade: G5
Contract type: Fixed-Term Appointment
Date: 31 January 2014
Application Deadline: 1 March 2014 ( )
Organization unit: AI/OEX Executive Office (AI/OEX), AI/CMM Communications and Global Advocacy (AI/CMM)
Duty station: Geneva Switzerland
MANDATE OF THE DEPARTMENT:
Our mission is to effectively position UNAIDS and our issues with key audiences and to create, manage and share knowledge with partners in the AIDS response.
Main tasks and Responsibilities of the Position:
Under the general supervision of the Responsible Manager, the incumbent provides secretarial and administrative support, working closely with others.
Administration:
- Screen incoming calls, emails, and correspondence and handle telephone queries, taking appropriate action. Manage the calendar of the Responsible Officer including setting up of meetings and preparation of day file with background materials; and coverage arrangements in the absence of the supervisor. Draft and prepare correspondence based on instructions or on own initiative. Edit and proof-read general correspondence and memorandums before signatures by the Responsible Officer. Draft presentations in PowerPoint.
- Track implementation rates for various budget sub-categories; coordinate reprogramming exercises, undertake regular review of un-liquidated obligations and take action accordingly; assist the responsible officer in drawing up the budget; tracking extra budgetary spending and preparing draft reports to donors, using the Enterprise Resource Planning system (ERP).
- Prepare or oversee the preparation of, and manage the division/team contracts and agreements ensuring conformity with UNAIDS administrative requirements, including through the tracking of deliverables and payments.
- Monitor the contractual status of staff using ERP and other tools, drawing to the attention of the responsible officer regarding contract ending dates in a timely manner; initiate extensions where necessary; monitor due dates of performance evaluation reports, and coordinate travel and leave calendar.
- Manage the planning of meetings organized or supported by division/team, conference calls and video conferences. Organize regular divisional/team meetings; including but not limited to drawing up agendas and supporting documentation; preparing notes for the record and action plans; following-up on action items and deadlines.
- Support the harmonisation of administrative and management systems within the division/team, and share experiences with other relevant divisions/teams; develop and maintain the filing system; coordinate quarterly travel plans and responses to requests from Executive Officer (EXO) and Deputy Executive (DXD) Programme and the Director; handle all aspects of travel arrangements for the supervisor and other staff/ consultants.
Communications:
- Update and maintain the database of media contact and journalists for corporate communication liaison and relationship management; to ensure the database is thorough, accurate and up-to-date.
- Coordinate translation of press materials and web content; review, edit, proof-read and format if necessary corporate communication messages in various languages before it's disseminated to the media, UNAIDS field staff and Cosponsors and/or posted on UNAIDS website.
- Format templates and disseminate press materials in various languages to the media, UNAIDS staff and Cosponsors.
- Provide assistance in areas of multimedia and social media related to communication campaign projects.
- Handle telephone and media enquiries by referring to appropriate staff.
- Responding to journalists requests for information and data in consultation with Communications Managers.
- To provide administrative support related to travel arrangement for staff in the communications team.
- Perform other related duties as assigned, including replacing and backstopping for others as required.
Web publishing:
- Act as single point of contact for web platform team workflow (track and respond multi-lingual web publishing requests from all departments, documents and web stories before publishing).
- Perform regular quality assurance checks for all four language web sites (site integrity checks, fix broken links, orphan pages, page synchronization, etc.).
- Approve, reject electronic documents in web document profiling application, manage online publications and corporate e-documents in web repository.
- Provide partial and second line web publishing support (including publications, feature stories, multimedia, press materials and other) using CMS, ticketing system and other publishing tools as needed, back up web officers as needed.
- Provide back up support in multimedia, photo and video galleries.
- Undertake related assignments as required.
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:
Higher education. Additional technical training in web publishing software (Content Management Systems) would be an asset but can also be on-the-job training once on board.
Competencies:
UNAIDS Values
- Commitment to the AIDS response
- Integrity
- Respect for diversity
- Working in teams
- Communicating with impact
- Applying expertise
- Delivering results
- Driving change and innovation
- Being accountable
Essential:
Over five years of combined experience in media relations, advertising and/or web publishing in an international business environment. Several years of experience in secretarial positions, including dealing with administrative issues.
Desirable:
Some experience in UNAIDS or WHO to have a knowledge of its rules and procedures.
Languages:
Essential:
Advanced 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 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
75 093 CHF with primary dependants
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.
Click the bar below to visit the original announcement on the recruiting organization's website.
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