Administration Assistant

UNOPS HAMCO is recruiting for this position: Administration Assistant based in Addis Ababa, Ethiopia.

Established in 2009, Horn of Africa Multi-country office (HAMCO) sub-region currently consists of an established Operation Centre in Addis Ababa which manages a portfolio of engagements in four (4)  Horn of Africa countries  (Ethiopia, Djibouti, Sudan and South Sudan).  HAMCO focuses on Infrastructure, Procurement, Project Management, HR and Transactional Services, and Fund Management services across a wide range of sectors including Health, Education, Agriculture, Resilient infrastructure, among others.

Our goal is to support countries, help people in need and enable our partners through  delivering on our mandate of infrastructure, procurement and project management in the countries in the Horn of Africa.

The Administrative Assistant will report to the Administration Officer and be responsible for the tasks and responsibilities listed below.

Ensures maintenance of registry/filing system, focusing on achievement of the following results:

• Maintenance of the office filing system.
• Opening of new subject files as required and disposal of old files in accordance with the established retention schedule.
• Maintenance of archives, ensuring files are properly stored and accessible; safekeeping of documents.
• Photocopying of materials from confidential registry files, as requested by staff.
• Assisting in the collection of reference and background materials from registry files.
• Maintenance of records system of file movements within the office; maintenance of office circulation and reading files.
• Preparation of correspondence and reports related to registry activities.
• Participation in the creation and maintenance of an electronic registry/archive system, in close cooperation with ICT staff.

Ensures provision of effective mail management, focusing on achievement of the following results:

• Receipt, registration, coding, and forwarding of incoming faxes, letters, and other correspondence to the appropriate department/unit/officer; distribution of necessary copies within the office.
• Registration and dispatch of outgoing communications such as annual reports, greeting cards, and pouches; follow-up on distribution.

Provides routine office services, focusing on achievement of the following results:

• Maintenance of a stock control and supply system for all office consumables.
• Ensuring stationery supplies are registered and their usage monitored quarterly for effective control and deployment.
• Assisting with the relocation and reorganization of office spaces for new staff and visitors, as requested.
• Handling reservations of the meeting room for conferences and workshops; ensuring the room is prepared and refreshments/water are coordinated as requested.
• Assisting the Admin Associate to ensure relevant expenses are covered by petty cash, in line with UNOPS policies.
• Assisting the Admin Associate with asset and custodian registration, as well as quarterly physical inventory.
• Ensuring proper functioning of office utilities (e.g., water supply, electricity).
• Ensuring all cleaning and maintenance requirements of the office are met; supervising the cleaning team; providing clerical support in the compilation of reports and finance documentation.
• Providing procurement support such as identifying potential suppliers, collecting quotations, creating supplier profiles, assisting with UNGM registration, preparing Notes for Shopping, and creating requisitions, receipts, and payment requests in ERP.
• Handling petty cash effectively to ensure smooth operations at the EMCO main and branch offices.
• Supervising office cleaners, providing necessary cleaning materials, and ensuring compliance with the office health and safety policy.
• Undertaking any other duties as directed by the Head of Support Services or Supervisor.
• Ensuring the taxi service log sheet is accurate and signed by personnel who used the service for official duties in town.

Provides tactful, efficient receptionist functions, focusing on the achievement of the following results:

• Receiving all visitors and incoming phone calls and directing them to the appropriate unit/individual.
• Responding to all queries (by phone or in person) with discretion.
• Supporting the preparation and organization of meetings, workshops, office retreats, and other office events.
• Receiving invoices from suppliers and ensuring payments are settled within the timeline outlined in the SOP.