Individual Contractor-Administrative Assistant

Job Description

Result of Service

Effective operational and administrative support is provided for the day-to-day management and functioning of Africa Hall, contributing to the smooth delivery of meetings, events, visitor-related activities and other operational requirements.

Work Location

• Addis Ababa.

Expected duration

• Six months.

Duties and Responsibilities

Under the general guidance of the Chief of Conference Planning & Coordination Services Unit, and the direct supervision of the Senior Marketing Assistant, the individual contractor shall perform the following specific duties:

• Supporting the day-to-day coordination of Africa Hall operational activities, including meetings, events, visitor-related activities and other scheduled uses of the facility.

• Assisting with the planning, coordination and follow-up of operational requirements with relevant ECA sections, units, contractors and service providers.

• Maintaining operational schedules, trackers, checklists and other tools required to support the effective functioning of Africa Hall.

• Monitoring and following up on operational issues, service requests and pending actions, and bringing delays, risks or recurring problems to the attention of the supervisor.

• Supporting coordination related to facilities, conference services, security, ICT/audio-visual services, cleaning, maintenance, visitor services and other operational requirements, as applicable.

• Assisting in the preparation and follow-up of meetings related to Africa Hall operations, including preparing background information, meeting notes, action points and progress updates.

• -Supporting administrative processes related to Africa Hall activities, including requisitions, procurement follow-up, service requests, documentation, invoices and other operational records, as required.

• Maintaining organized electronic and physical records related to Africa Hall operations and ensuring that relevant documentation is readily available for operational and management purposes; etc.

• Performing other related duties in support of Africa Hall operations as assigned by the Chief of Conference, Planning & Coordination Services Unit.

Qualifications/special skills

• High school diploma, knowledge in office administrative procedures would be an advantage.
• A minimum of seven (7) years of progressively responsible experience in administration, operations, facilities support, conference and events support, programme support or a related area is required.
• Experience working in the United Nations common system or another international organization is desirable.
• Experience with administrative and financial processes, including procurement follow-up, requisitions, invoice review, expenditure tracking and record management, 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 desirable.
• Knowledge of French or another official United Nations language is an advantage.

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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