Programme Associate

Background

This position is located within UNCTAD’s Division for Africa, Least Developed Countries and Special Programmes (ALDC), and specifically in Regional Office for Africa (ROA), based in Addis Ababa, Ethiopia.

ALDC/ROA provides an outreach and communication hub to disseminate UNCTAD’s Africa-specific work, including the flagships; supports UNCTAD’s Divisions in their Africa-specific technical cooperation activities; and provides a liaison and cooperation service with the African based development institutions such as the UNECA, African Union Commission, the AfCFTA Secretariat and the African Development Bank; and Regional Economic Communities (RECs)

Duties and Responsibilities

• General administrative tasks (e.g. Manage the front office of ALDC ROA, leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).
• Respond or draft responses to routine correspondence and other communications; use standard word processing package to produce a wide variety of large, complex documents and reports.
• Screen phone calls and visitors; respond to complex information requests and inquiries, and as necessary, refer inquiries to appropriate personnel for handling.
• Maintain calendar/schedules for the Head; monitor changes and communicate relevant information
• Monitor processes and schedules related the Office’s outputs, tasks, etc.; Assist in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements
• Proofread communications and edit as appropriate for accuracy, grammar, punctuation and style, and for adherence to established standards for format
• Compiles, summarizes, and presents basic information/data on specific activities and related topics or issues.
• Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.
• Maintain, appropriate filling systems for effective document management, including updating and maintaining large distribution lists; monitor, prepare and distribute various materials, reports, using electronic formats; handle arrangement for printing and translation as necessary; coordinate shipment arrangements, courier services, liaises with the UNECA Registry
• Act as a communication focal person with the media fraternity in context of UNCTAD events in Addis Ababa.
• Propose and on approval, make various purchases under the ALDC ROA petty cash system and keep a record of documentation, and ensure timely replenishment.
• Maintain/update an inventory recording of the properties/assets of the ALDC ROA.

Competencies

•  Professionalism – Knowledge of general office and administrative support including administrative policies, processes and procedures.  Experience in project management.  Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Knowledge of Pan African institutions and their administrative workings
• Communication:  Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
• Teamwork:  Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Planning and organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently

Required Skills and Experience

Education:

• Bachelor’s degree in Business Administration, Management or related field.

Experience:

• At least four (4) years of experience in programme or project administration, logistical or operational support.
• Previous experience working with Pan African institutions, International NGOs and UNCTAD will be an advantage

Language Requirements:

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
• Knowledge of Amharic is desirable