Associate (USSA), Germany

  • Location:
  • Salary:
    negotiable
  • Job type:
    Full-Time
  • Posted:
    1 week ago
  • Category:
    Administration
  • Deadline:
    December 19, 2022

JOB DESCRIPTION

Duty station:  Bonn Germany

About UNAIDS:
Serving Communities and Countries to End Inequalities and AIDS.

We, the Joint United Nations Programme on HIV/AIDS, lead the global effort to end AIDS as a public health threat by 2030. By placing the Sustainable Development Goals (SDGs) related to reduction of inequalities at the heart of our work, we lead the global response to AIDS by: (i) maximizing equitable and equal access to HIV services, (ii) breaking down barriers to achieving HIV outcomes, and (iii) integrating efficient HIV responses into wider health and protection systems.

We are committed to creating an equal, safe and empowering workplace culture where all people in all their diversity thrive. We live our values of Commitment to the AIDS Response, Integrity and Respect for Diversity. You can access the full UNAIDS Competency Framework at www.unaids.org
MANDATE OF THE DEPARTMENT:
The UNAIDS Secretariat Staff Association (USSA) is the officially recognized representative of all UNAIDS staff. The executive committee of the USSA is composed of democratically elected staff members form the field and headquarters with the following mandate:
– Represent all UNAIDS Secretariat staff worldwide.
– Ensure that the conditions of employment of all staff of the UNAIDS Secretariat conform to generally accepted labor standards, and Staff Regulations and Rules.
– Safeguard the rights and interests of all members of the UNAIDS Secretariat staff and to promote their welfare.
Main tasks and Responsibilities of the Position:
Overall management of administrative aspects of UNAIDS Secretariat Staff Association (USSA). The Administrative Associate is responsible for, among other things:

COMMUNICATION and PEOPLE SKILLS:
– Advise, guide and support the elected executive committee of the USSA (Committee);
– Ensure consistent transmission of information from one committee to another on all matters pertaining to the USSA;
– Develop briefing material for newly elected members of the Committee;
– Coordinate and consolidate the response of the Committee to major issues of staff concern, as required;
– Draft, edit and review agendas, minutes, reports, memos, correspondence, newsletters, blog and web entries, to ensure consistency of language and message as required;
– Maintain and update the USSA intranet site and coordinate input from committee members;
– Identify complex or sensitive correspondence and address/facilitate the handling of these while maintaining the strictest confidentiality;
– Ensure that cases of a sensitive and/or confidential nature are recorded in an anonymous fashion and appropriate follow-up has been taken as required on a case-by-case basis;
– Develop and maintain a record of statistics related to issues dealt with by the Committee as a whole and report as required to the Committee;
– Act as first point of contact to the USSA for all staff: confidentially advise staff members who request the help of the Staff Association and direct them to the appropriate entity, i.e. Committee Member, UNAIDS HRM, Ombudsman, Legal Adviser, UNAIDS Ethics Adviser, UNAIDS Staff Wellbeing Officer and/or appropriate WHO services.

ADMINISTRATION:
– Manage and organize the administration of the USSA;
– Manage USSA membership: coordinate payroll deductions with GSM and ensure appropriate action has been taken; organize new membership campaigns; report regularly to Committee members on the status of membership; ensure distribution list on UNAIDS contact system is maintained correctly;
– Provide administrative assistance to the Committee on USSA related issues, including organizing travel arrangements;
– Create, coordinate and maintain USSA information system (filing, archiving, registry) both electronically and hard copies;
– Organize meetings and teleconferences with internal and external partners including EXD, DXDs. DRM, HRM, IT, FICSA, Staff Volunteers, WHO, WHO Staff Assoication, Office of the Ombudsman, other staff associations, USSA Legal Adviser, and committee members on a regular and ad-hoc basis, at all times ensuring confidentiality of items discussed and related follow-up;
– Coordinate and monitor the Committee’s response to issues and ensure follow-up to action points resulting from internal and external meetings;
– Assess and update regularly work priorities, establish deadlines and review completed work of the USSA, including work plans, etc;
– Manage the annual USSA election process and face-to-face meeting, engaging the Staff Volunteers and IT;
– Coordinate USSA working groups, and lead specific groups as requested by the Committee, help define TORs, organize meetings, follow-up on progress and report back to the Committee;
– Liaise with HRM and/or EXO to designate staff representatives on selection committees or working groups and organize meetings;
– Maintain and monitor the USSA budget and accounts and organize the annual external audit, in coordination with the Treasurer;
– Serve as second signatory on USSA bank account;
– Manage USSA participation in the annual UNAIDS Regional Management Meetings, including coordinating the preparation of presentations, questionnaires, etc.; coordination of participation of Committee members including travel arrangements, coordinate and ensure follow-up and reporting to regional staff and other partners, etc.

RESEARCH
– Carry out research for the Committee such as preparation of documents for meetings on different aspects of conditions of employment in order to draw attention of the Committee to important elements that might influence discussion or arguments;
– Conduct research on matters of importance to staff relating to conditions of employment, best practice elsewhere, etc., which may have an impact on UNAIDS policy or procedures and transmit this information to the committee and other partners such as EXO, HRM, FICSA, etc.;
– Support the annual USSA staff survey.

TRAINING:
– Identify the training requirements of Committee members, including in-house, FICSA, and other trainings relevant to staff representation, inform the Committee accordingly and manage the equitable participation of committee members in trainings identified;
– Define clear guidelines for transparent and equitable participation of staff volunteers for trainings related to staff issues (i.e. FICSA trainings, etc);
– Guide, develop and participate in a substantial manner in all presentations and trainings related to the USSA.
REQUIRED QUALIFICATIONS
Education:
Essential:
Post-secondary paraprofessional training or certification in work related areas.

Desirable:
Training or sound knowledge of website technology.
Competencies:
UNAIDS Values:

1. Commitment to the AIDS response
2. Integrity
3. Respect for diversity

Core competencies:

1. Working in teams
2. Communicating with impact
3. Applying expertise
4. Delivering results
5. Driving change and innovation
6. Being accountable
Experience:
Essential:
A minimum of six years’ experience in the administrative and/or human resources area in the UN system.

Desirable:
Experience in the management of confidential files and sensitive issues; and knowledge of UN and/or international organization staff rules and regulations.
Languages:
Essential: Excellent knowledge of English with a working knowledge of German.

Desirable: Knowledge of another UN official language.
Additional Information:
Please note that this is a locally recruited position. Any costs associated with relocation to Bonn must be covered by the selected candidate.

Other similar positions at the same level may be filled from this vacancy notice.

Applicants will be required to take a test. Applicants will be contacted directly if selected for an interview.

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.