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Title: Assistant

Vacancy No.: UNAIDS/13/FT35

Grade: G5

Contract type: Fixed-Term Appointment

Duration of contract: One year

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

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:

    Education:

    Essential:

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

    Desirable:

    Higher education.

    Competencies:

    UNAIDS Values

  • Commitment to the AIDS response
  • Integrity
  • Respect for diversity

    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.

    To Apply click here


    Title: IT Assistant

    Vacancy No.: UNAIDS/13/FT36

    Grade: G5

    Contract type: Fixed-Term Appointment

    Duration of contract: One year

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

    Main tasks and Responsibilities of the Position:

  • The Global Service Desk aligns learning strategies and coordinates delivery of all UNAIDS IT learning services, including user support at a first-level diagnosis and second-level support.
  • The GSD promotes IT literacy, optimizing utilization of systems and enhancing the performance of users.
  • Reporting to the Chief, Field and Remote Support Division, the IT Assistant provides the delivery of UNAIDS learning services and User support , ensuring that all calls coming via telephone and email are attended to and responded within a specified time frame.

    The incumbent will provide technical assistance to the Global Service Desk for all user-related aspects of desktop hardware and software facilitating their ongoing maintenance, usage and enhancement.

    The ITAssistant will interact directly with the users, providing practical operational support and IT services that facilitate the work of all staff.

    Specifically, the Training and Support Assistant will:

  • Assist in delivering and organizing , group learning sessions, hands-on sessions, demo sessions, customization of learning activities to suit individual, workgroup and organizational learning needs.
  • Provide support to the, delivery and evaluation of a comprehensive and innovative, on-going IT training programme for UNAIDS staff in Geneva, the RSTs and country offices.
  • Manage the Global Service Desk Hotline by recording all incoming calls, providing solutions to users and escalate calls to second level support, as needed.
  • Provide technical and operational support to users for calls coming in via the Global Service Desk hotline or e-mail.
  • Ensure timely configuration and deployment of desktop/laptop equipment to staff, both in headquarters and in regional/country offices, providing first level support and escalating to proximity support and external vendors where applicable.
  • Provide support to Global Service Desk Coordinator to identify areas which need coaching and training with the aim to reduce helpdesk calls and enhance user self reliance.
  • Contribute to a positive attitude among staff toward technology utilization.
  • Perform all other related duties or assignments as assigned by the Chief, Field and Remote Support Division and participate in on-call rotation.

    Required Qualifications

    Education:

    Essential:

    Completion of secondary school education complimented by formal training in computer science or related field. including training in the use of office systems. ICDL (International Computer Driving Licence) Core Certification

    Desirable:

    University degree (Bachelors) in Information Technology, Computer Science or related field, ITIL Certification.

    UNAIDS Values

  • Commitment to the AIDS response
  • Integrity
  • Respect for diversity

    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.

    To Apply click here

    For more job information and application, see: Technical Support Adviser

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