Terms of References

Title: Secretary

Division/Unit: UNAIDS/Ukraine

1. Key responsibilities:

Perform general secretarial functions to support the UNAIDS in Ukraine:

· Draft, edit and prepare general and administrative correspondence with minimal guidance; reply to written routine enquiries which fall within his/her responsibility, referring to other appropriate UNAIDS staff; type correspondence based on verbal instructions; draft routine correspondence of a non-technical nature independently;

· Identify subject matter of incoming correspondence related to countries of responsibility, attaching background material, distributing to appropriate officer for action;

· Assist UNAIDS Ukraine staff in preparing presentations;

· Make appointments for UNAIDS Country Coordinator, P-staff and visitors as required;

· Inform and remind responsible staff of follow-up dates and deadlines for response on specific actions;

· Prepare/distribute documentation;

· Prepare files to meet the registry file standard;

· Handle telephone inquiries (receive, assess and refer telephone and personal enquiries to the appropriate staff for reply);

· Establish, maintain and update office files. Create background files on assigned subjects/countries;

· File all administrative and programme documents/guidelines for the RST;

· Assist in the communication with other divisions and partners;

· Prepare contracts and other agreements as requested and follow up on them;

· Make administrative and travel arrangements (for staff, meeting participants, experts, and consultants) as required;

· Assist UNAIDS staff in preparing and organizing meetings/workshops, make logistical and travel arrangements for UNAIDS staff and other participants, prepare and distribute documents before and after the meeting, send correspondence and liaise with participants;

· Perform any other function as requested by P-staff of the RST;

· Perform certain tasks of Administrative/Programme Assistant if/when required

· Taking minutes of the UNAIDS meetings/Translation of official documents as required

2. Linkages with other UN Agencies/Departments, and inter-tasks:

· Liaison with all UN Agencies, UNDP Business Center and other substantive units as required

· Assist UCC with the facilitation of the Joint UN Team’s and Theme Group’s meetings

3. Post requirements:

a) Knowledge and experience:

· Education: High Education Diploma (Public/or International Relations, Linguistics, Behavioral Studies), Secretarial/office administration training to diploma level is an asset

· Languages: Excellent knowledge of English, Ukrainian and Russian.

· Functional and technical knowledge: Word, Excel, Outlook, Power Point, Explorer

· Professional experience: 3-4 years experience in a secretarial position preferably within the UN or other international organizations/Embassies.

b) Professional competencies:

· Good inter-personal communication skills

· Good writing skills

· Ability to synthesize and analyze multi-faceted issues

· Good organizing skills

· Good document filing skills

· Knowledge of UN and UNAIDS

· Culturally sensitive

c) Managerial competencies:

· Sense of responsibilities and ownership

· Ability to prioritize and able to work and deliver under pressure

d) Personal attributes:

· Interpersonal communication

· Initiative and Motivation

Please submit your CV and cover letter (as a must) at the following e-mail address: boguslavskaj@unaids.org by 18:00, 13 November 2007