ADMINISTRATIVE ASSISTANT, G5 -Addis Ababa, Ethiopia

Org. Setting and Reporting

The post is located in the Office of the Special Envoy for the Horn of Africa (OSE-Horn of Africa), Addis Ababa. The Administrative Assistant works under the direct supervision of the Principal Political Affairs Officer (PPAO)/Chief of Staff.

Responsibilities

Under the direct supervision of the Principal Political Affair Officer (PPAO) or his/her designate, the incumbent will provide administrative support in managing priorities, information and workflow within the section. The Administrative Assistant will perform the following functions:

General Administration:

• Receive and screen all correspondence and other documents addressed to the Principa Political Affairs Officer (PPAO) ;
• Draft/respond to correspondence and e-mails; Review/Edit outgoing correspondence to ensure accuracy and completeness of information and institute follow up action.
• Make photocopies as necessary;
• Prepare and monitor the office personnel leave plans to ensure continuous smooth work flow while other staff members are on leave, especially during holiday periods;
• Consolidate monthly requests for office supplies for the section;
• Establish and maintain a proper filing system;
• Make bookings for official travel;
• Organize and coordinate seminars and conferences;
• Perform other duties as directed by the Supervisor;

Budget and Finance:

• May provide assistance in the preparation and development of the office’s work program and budget
• May assist managers in the elaboration of resource requirements for budget submissions
• Reviews requisitions for goods and services to confirm (a) that correct objects code of expenditure have been charged and (b) availability of funds;
• May assist in finalization of budget performance reports with attention given to variances between approved budgets and actual expenditures.

Competencies

• Professionalism: Ability to manage processes, maintain accurate records in administrative fields.

• Teamwork: Good interpersonal skills. Ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Demonstrated ability to develop and maintain effective work relationships with supervisors and colleagues.

• Planning and Organizing – Ability to plan and organize own work effectively in an efficient and timely manner.

Education

• High School Certificate education.
• Specialized training should include office management/business administration and technical communication skills.

Work Experience

• A minimum of five (5) years of progressively responsible experience in administration, finance, budget, accounting, audit, human resources or related areas is required.

• Solid computer skills including proficiency in word processing and spreadsheets is required.

• Knowledge of electronic tools, such as ERP is desirable.

• Must be familiar with function-related provisions of United nations Rules, Regulations, Manuals and Policies is desirable.

• Experience working at a UN field mission or UN Agencies or International Organizations in the capacity is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. Strong English language competence, both oral and written, is required.
• Knowledge of other United Nations languages is desirable.

Assessment

• Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.

Special Notice

• Funding for this position is on a yearly basis. As a result, appointment will be on a yearly basis.

  Recruitment for this position is done on a local basis.

  Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.