Administrative Assistant

Job Description

Result of Service

Effective operational and administrative support is provided for ECA’s major events ensuring their efficient planning, management and successful delivery in a manner consistent with the Commission’s operational requirements.

Work Location

• Addis Ababa

Expected duration

• 6 months

Duties and Responsibilities

• Assist in preparations of the CoM 2027 and ARFSD 13 and engage with different team members across the Commission

• Drafts routine correspondence and responds to enquiries in respect of relevant administrative, financial audit, personnel matters.

• Coordinates extensively with service units and liaises frequently with internal team members

• Organizing official meetings and conferences, handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, and facilitation of interpretation).

• Performs other related administrative duties, as required (e.g., operational travel programme; collecting, collating and efficiently archiving correspondence and background documents)

• Assists with day-to-day administration of contacts between ECA and Member States and addresses any questions and queries

• Assists with the collection and analysis of data as well as preparation of presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making

• Initiates, reviews, processes and follows-up actions related to the administration of the unit’s human resource requirements, e.g., recruitment of staff and consultants, ensuring consistency in the application of UN rules and procedures.

• Assists with visualizations and updating information material such as web pages or brochures.

• Draft responses to a wide range of correspondence and other communications, prepares memoranda and reports, using standard word processing software

• Assists users of facilities by providing guidance and support regarding technical, security, and/or other requirements;

• Follow up on logistics – booking conference rooms, making travel arrangements, requests for interpretation support, and all other requirements for all registered and accredited participants to successfully access the premises

• Welcomes guests, supports event set-up, provide support in-session support to the Secretary of the Commission and for other ad-hoc requests.

Qualifications/special skills

• High school diploma, knowledge in office administrative procedures would be an advantage
• A minimum of seven (5) years of progressively responsible experience in administration, operations, facilities support, conference and events support, programme support or a related area is required.
• The minimum year of relevant experience is reduced to three years for candidates who possess a first-level university degree or higher.
• Experience working in the United Nations common system or another international organization is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required.
• Knowledge of Amharic is advantage.
• Knowledge of French or another official United Nations language is an advantage.

Additional Information

Women and persons with disabilities are encouraged to apply.

As per the UN Convention on the Rights of Persons with Disabilities, do you identify as a person with a disability? If Yes, please specify if you need any reasonable accommodation to support your participation in the recruitment and selection process?

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.

 

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