Administrative Assistant – Multilateral Environment Agreements (MEAs) | Addis Ababa, Ethiopia

Organization Information

Reports to: MEAs Project Coordinator
Directorate/Department: Sustainable Environment and Blue Economy 
Division: Sustainable Environment
Number of Direct Reports: 0
Number of Indirect Reports: 0
Job Grade: GSA5
Number of Positions: 1
Contract Type: Fixed Term

Purpose of Job

Performs the administrative operation of the Project to ensure delivery of results within proposed budget and timeframe.

Main Functions

•    Provides timely administrative support to the MEAs Project
•    Assists in activity planning as required
•    Prepares operational work schedules and follow up implementation
•    Coordinates and/or engage in logistical work, particularly preparations needed for organization of meetings
•    Assists in the creation, improvement and maintenance of operational processes and systems
•    Prepares office communication and draft reports.
•    Handles communication at operational level and provide update; is in charge of dispatch of documents
•   Assists in the compilation and maintenance of data and information for preparation, implementation and monitoring of budgets: and activities.

Specific Responsibilities

•    Analyses and maintains an overview of the Project’s work to ensure that timely administrative support is provided in general and specialized areas;
•    Provides support in the organization of meetings including coordination of invitations, confirmations, ticketing and accommodation for multiple participants for the Project Office
•    Provides support for the up-keep of the Project Coordinator’s Diary, as required
•    Lliaise effectively with internal and external stakeholders on administrative matters of the Project (this includes in relation to facilities (office space and equipment), security and protocol items (security/ID badges and passports) with assistance from other support staff (ie Secretaries, Clerks and Mail Runners);
•    Liaises with the HR Management, Operations Support Services, Finance and Conference Management & Publication Directorates to provide first hand support in areas such as, but not limited to, procurement and travel management; leave management, performance management, contract management, budget management; interpretation, translation and venue arrangement issues respectively
•    Participates in the preparation, implementation and monitoring of budgets and liaise with the Finance Directorate on budgetary matters on behalf of the Project as required.
•    Ensures the timely sourcing and ordering stationery and office equipment for the Project.
•    Compiles information on staff official missions, various official trips and leave schedules for better information on staff presence and allocation of tasks.
•    Ensures the collection and maintenance of a database of special files. Create, update and maintain special files (of confidential nature or for closer access and use) through an organised filing system and maintains a records system for tracking purposes.
•    Ensures confidentiality of information and management records;

•    Prepare correspondences (outgoing memos and letters to internal and external recipients), executive summary, reports, briefing papers, power point presentations and other documents as required;
•    Assists in preparation, quality control and compilation of Finance and Human Resources related documents.
•    Monitors meeting and correspondences outcomes and decisions and provide support in following up on their implementation; prepare update report for the Project Coordinator’s reference as need be.
•    Prepares and participate in various departmental meetings and prepare minutes and/or notes for review and endorsement by participants. Maintain files of minutes.
•    Provides communications support and assistance to ensure timely responses to inquiries, email and correspondences.
•    Performs all other administrative duties for the MEAs Project, as required

Academic Requirements and Relevant Experience

Diploma in Office Management, Business Management/Administration or any related field from a recognized educational institution with 3 years of relevant work experience in administrative and/or secretarial work.
OR
Bachelor’s Degree in Office Management, Business Management, Business Administration or any related field from a recognized educational institution with 2 years of relevant work experience in administrative and/or secretarial work.

•    Additional academic qualification in the area of Environmental Management, Biodiversity, Law, or Project Management is an added advantage.
•    Experience in providing administrative support in a projects/programme setting will be an added advantage.
•    Experience in Office Management is mandatory
•    Experience in planning and coordination of meetings with various stakeholders
•    Work experience in SAP is an added advantage

Required Skills

•    Excellent interpersonal skills
•    Sound planning and organizational skills
•    Effective communication ability (both verbal and written); sound drafting skills
•    Ability to work in a multi-cultural environment
•    Ability to give attention to details and to work effectively under pressure;
•    Ability to organize and present data neatly and in an understandable and useful manner
Proficiency in Microsoft Office (MS-Word, MS-Excel, MS-Power Point)
•    Proficiency in one of the AU working languages, fluency in another AU language is an added advantage

Leadership Competencies

• Developing Others
• ..Flexibility
• ..Risk Awareness and Compliance

Core Competencies

• Teamwork and Collaboration;
• ..Accountability awareness and Compliance
• .Learning Orientation
• Communicating Clearly;

Functional Competencies

• Trouble shooting;
• Job Knowledge and information sharing
• ..Task Focused
• ..Continuous Improvement Awareness