ETHIO VACANCY ANNOUNCEMENT FOR ADMINISTRATIVE ASSISTANT

Posted by: UNFPA
Location: Addis Ababa, Ethiopia
Employment Type: Full time
Posted: 07.06.2016
Closing Date: 07.11.2016

Job Description:
UNFPA
Vacancy Announcement
Internal/External
Vacancy #: 04/2016
Position Title: Administrative Assistant
Level: ICS 5 (GS 5)
Type of Contract: Fixed Term
Duration: One year initially, renewable subject to satisfactory performance
Closing Date: July 11, 2016
Duty Station: Addis Ababa

I.    Organizational Context
Under the guidance and direct supervision of the Deputy Representative, the Administrative Assistant ensures full confidentiality in all aspects of the assignment. The Administrative Assistant is part of the programme team, thus he/she flexibly assist the programme team depending on workload.

II.    Major Activities/Expected Results
•    Drafting of responses to incoming correspondence; types and proof-reads correspondence and documents on programme matters
•    Making appointments for the Deputy Rep. and Programme Staff, and maintain diary of meetings
•    Making travel arrangements for the programme staff both locally and internationally, follow up on documentation required in advance of travel and check on travel formalities to be adhered; e.g. Visas and vaccinations
•    Maintain a travel plan and file travel reports systematically
•    Format AWPs to conform with existing regulations, forward to implementing partners or signature and following up on subsequent signature by all the parties concerned
•    Assisting the programme section on follow up on submission of Quarterly Review reports and ensure that recommendations of the quarterly meetings are followed up
•    Providing secretarial and logistical support to Quarterly Review meetings, and other meetings with project implementers
•    Assisting the protocol officer to facilitate travel arrangements for project implementers including acquisition of visas, follow up on submission of travel reports and retiring of travel claim reimbursement
•    Assisting the programme section to follow up on submission of Programme Progress and financial Reports from the partners including financial (FACE) forms, and assist
•    Assisting the maintenance of a roster of programme-related consultants
•    Any other duties as may be assigned by the Deputy Representative, Operations Manager and the Programme Unit Heads
III.    Competencies
Values: Exemplifying integrity, Demonstrating commitment to UNFPA and the UN system, embracing cultural diversity and Embracing Change

Core Competencies: Achieving results, Being accountable, Developing and applying professional expertise/business acumen, Thinking analytically and strategically, working in teams/managing ourselves and our relationships, and communicating for impact
Functional skillset: Providing logistical support, Managing data, Managing documents, correspondences and reports, Managing information and workflow, planning, organizing and multitasking, and supporting financial data analysis
IV.    Qualifications and Experience:
Education: Secondary school education
Experience: At least five years progressively responsible secretarial, administrative, programme experience is required. Excellent skills of word processing, data processing using office software packages (MS Word, Excel, PowerPoint, Programme Manager etc.), experience in handling of web based management systems.
Language: Fluency in English and Amharic

Closing Statement:
There is no application, processing or other fee at any stage of the application process.
“UNFPA does not solicit or screen for information in respect to HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.”
 
How To Apply

Those who qualify should send their application along with a current CV as well as P-11 form which can be accessed through (http://www.unfpa.org/employment/docs/p-11.doc) by COB on July 11, 2016 to the address below
Human Resources
UNFPA Ethiopia Country Office
ECA Compound, Old ECA Building, 1st Floor
P.O.Box: 5580
Addis Ababa
All applications must be marked in bold “Application for Administrative Assistant post” both in the subject line and on the envelope where these are used. Only short-listed candidates for the advertised position will be contacted.
UNFPA Ethiopia CO, Menelik II Avenue, UNECA Old Bldg. 5th and 1st Floor, P.O.Box 5580
Tel.: 251-1- 511-980
Fax: 251-1-515-311
E-mail: ethiopia.office@unfpa.org
Web: ethiopia.unfpa.org 
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