Location: Addis Ababa, Ethiopia
Closing Date: 08-Apr-2024
Job Description
Background Information – Job-specific
Organizational Context
UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.
Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.
With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.
A flexible structure and global reach means that we can quickly respond to our partners’ needs, while offering the benefits of economies of scale.
Ethiopia Multi-country office (ETMCO) 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). ETMCO 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. Building on our global experience successfully delivering projects in complex operating environments, a healthy pipeline of engagements are at various stages of discussion with our priority partners.
Project Background
UNOPS has signed a project agreement with the Ministry of Health to strengthen the Capacity of the Ministry for the Realization of Health Sector Develpment and Investment Plan (HSDIP) on selected priorities. This project will be implemented in Addis Ababa, Ethiopia and the overall objective/purpose is to contribute towards the realization of selected strategic priorities of the Health Sector Development and Investment Plan (HSDIP) which is more on project management focusing on institutional capacity building, technical assistance etc. UNOPS is selected to manage and implement the project by creating a project management unit (PMU).
This unit will be formed by a group of experts and specialists in the relevant matters that will be in charge of delivering the outputs.
The Program Assistant will report to the UNOPS Project Manager. The Project Manager will also gather feedback from the client (Office of the Minister) to manage and assess the deliverables of the Program Assistant.
Strategic Initiative:
- Enhance provision of equitable and quality comprehensive health services,
- Enhance Informed Decision Making and Innovation
Scope of Work/ Objective
This role will provide clerical assistance to the implementation of HSDIP by providing administrative assistance to the project with the office of the Minister teams, and offices of the MOH which are responsible for implementing selected priorities of the plan. The role will provide program assistance including, but not limited to, assistance with planning, reporting, communication, and organization of program activities.
Functional Responsibilities
- Assist teams and executive offices in the preparation of budgeted annual plans and reports for their respective programs
- Assist with resolving administrative problems, coordinating activities, and analyzing data in regards to administrative tasks
- Assist with the follow up and timely update on work results of executive offices under Office of the Minister, including work plans, reports as well as action items assigned to executive offices
- Support the Office of the Minister with administrative requirements for the project
- Support with weekly scheduling for the project and the office of the minister to work in an aligned manner
- Provide support with travel management, including booking, coordinating and arranging hotels, settling visas, work permits, and residence cards and liaising with travel colleagues in UNOPS
- Being a point of contact for programme personnel and external stakeholders such as the office of the Minister, to gather and liaise with specialist colleagues when needed.
- Assist in correspondence: tend to calls, draft messages, and help provide information and administrative support when needed for the programme colleagues
- Assist with providing reminders to colleagues on specific administrative milestones, such as performance evaluations and timely performance feedback to personnel
- Perform other duties as assigned by the Project Manager and within the scope and objective of the role
Expected Deliverables
Administrative and program assistance supports to the minister and state minister’s office to ensure a smooth programme administration
Education/Experience/Language requirements
Education
- Completion of Secondary education or high school diploma is required.
- Diploma or Bachelor Degree in Secretarial Science and office management and other related fields is desirable.
Experience
- A minimum of four (4) years of relevant work experience in facilitating and organizing meetings and workshops experience in office management, recording minutes writing and compiling proceedings of meetings is required.
- Competency in computer and software skills, particularly project and task management tools are desirable.
- Ability to multitask, clearly communicate both verbally and in written form, excellent interpersonal skills and strong work ethic are assets.
- Experience working in similar positions preferably in the health sector is desirable.
- Fluency in spoken, written and reading English is required.
- Knowledge of another UN official language is an asset.