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Position: CLM Project Assistant
Background
Starting October 2023, UNAIDS Rwanda will manage the United States President’s Emergency Response for AIDS (PEPFAR) Community Led Monitoring (CLM) grant under COP23. This arrangement builds on the existing agreement between USAID and UNAIDS at the HQ level to facilitate the CLM implementation. It leverages UNAIDS country-level strengths including the close work with communities and convening role.
For Rwanda, UNAIDS presents an alternative to the existing arrangements. UNAIDS is a neutral partner and will broker for a coordinated institutionalized CLM funding mechanism that ensures harmonization of efforts and indicator-driven work from shared platforms of accountability. Our intention is to ensure that CLM is truly community-led and owned.
The CLM Project team contracted by UNAIDS are Technical Assistants (TAs), accountable to UNAIDS. The TAs are direct hires and are accountable to the UNAIDS Country Director, with direct supervision of the Community Support Advisor. The TAs will be responsible for Coordination, capacity building, M&E and Learning and documentation.
Job Summary
Under the direct supervision of the Community Support Advisor with technical guidance of the Administrative Associate, the CLM Project Assistant, supports the Community-Led monitoring project team in all operations and logistics of the project.
Project support: The CLM project Assistant is accountable for all aspects of CLM operations, including project administration and logistics, and support to implementing partners for the timely and smooth running of the project at all levels.
The project Assistant is also responsible for supporting the UNAIDS CLM project team in the documentation of budgetary and financial data, sharing with the team and managing of the project budgets, assist in the review and harmonization of annual implementation plans and budgets.
He/she contributes to the design and dissemination of project-related materials including advocacy materials, news bulletins, pamphlets, reports, and others.
He/she participates in annual reviews, planning and evaluation of the project, including gathering administrative, financial and logistics information and elaborate project documentation to initiate and inform project work plan operations.
He/she provides TA to CLOs and KP community partners in organizing logistics for meetings and other activities in line with UNAIDS operational policy where necessary, providing necessary documentation and information to implementing partners on administrative and financial procedures of UNAIDS, monitoring acquisition, transfer and management of project equipment.
General Administration: support the project team in the harmonization of administrative, logistics, financial and management systems within the office/team, sharing experiences and lessons learned with others, developing and maintaining a comprehensive filing system, coordinating quarterly travel plans and handling all aspects of travel arrangements for the project team, partners and consultants.
Contracts: Support preparations of and management of project contracts and agreements ensuring conformity with UNAIDS administrative rules and procedures as well as tracking deliverables and payments.
Secretarial: Drafting and finalizing correspondence, proofreading and editing documents before signature, managing the project calendar including setting up of meetings and appointments, preparing files with background materials and ensuring arrangements for coverage of activities.
Performing other duties as assigned, including assisting the project support team in as required.
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Internal |
Purpose |
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Staff at all levels in the country office |
To give, obtain and exchange information on and coordinate financial and administrative matters. |
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Teams, divisions and departments through UNAIDS, including RSTs |
To support project activities, exchange information and ensure adherence to UNAIDS processes and quality delivery by the team, to exchange information and coordinate the organisation of meetings teamwork. |
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External |
Purpose |
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Official providing administrative support to UCO and partners institutions |
With the delegated authority, to give and obtain information. |
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Meeting participants |
To exchange information and provide administrative and logistics support for the organization of coordination meetings; to provide secretarial support during meetings. |
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Service providers, consultants and contractors |
To follow up on deliverables and reports. |
Qualifications, experience, and key competencies required
Education
Essential: Higher Education Certificate in Administration and Finance. A University degree in Administration and Finance or similar relevant technical training will be an added advantage.
Desirable: Additional professional training in administration and finance.
Experience
Required: A minimum of seven years’ experience in administration and finance either in government, community and international organizations.
Desirable: Experience in the UN system including the use of ERP and or ATLAS.
Knowledge of UN systems rules and procedures.
Languages
Required: Advanced knowledge of English and intermediate level of French.
Desirable: Knowledge of another official UN language.
Functional skills
Demonstrated office and skills with office software.
Sound knowledge of UN Secretarial and administrative rules, procedures and practices.
Technical knowledge
- Commitment to UNAIDS
- Integrity
- Respect for diversity
Skills
- Working in Teams
- Communicating with impact
- Applying expertise
- Delivering results
- Driving change and innovation
- Being accountable
How to apply
The complete application documents (with the job applied for), must be submitted to UNAIDS Country Office, EBENEZER BUILDING, KG 7th, Kigali, Rwanda, not later than 6th March 2024.
To abide by greening our environment measures, the documents may be submitted online through the apply button below.
Late submissions will be rejected.
Done in Kigali, on 20th February 2024.
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