Office of the Special Envoy for Sudan and South Sudan Administrative Assistant Jobs in Ethiopia

Office of the Special Envoy for Sudan and South Sudan Administrative Assistant Jobs in Ethiopia

Org. Setting and Reporting

The post is located in the Office of the Special Envoy for the Horn of Africa (OSE-Horn of Africa), Addis Ababa. The Administrative Assistant works under the direct supervision of the Principal Political Affairs Officer (PPAO)/Chief of Staff.

Responsibilities

Under the direct supervision of the Principal Political Affair Officer (PPAO) or his/her designate, the incumbent will provide administrative support in managing priorities, information and workflow within the section. The Administrative Assistant will perform the following functions:

General Administration:

• Receive and screen all correspondence and other documents addressed to the Principa Political Affairs Officer (PPAO) ;

• Draft/respond to correspondence and e-mails; Review/Edit outgoing correspondence to ensure accuracy and completeness of information and institute follow up action.

• Make photocopies as necessary;

• Prepare and monitor the office personnel leave plans to ensure continuous smooth work flow while other staff members are on leave, especially during holiday periods;

• Consolidate monthly requests for office supplies for the section;

• Establish and maintain a proper filing system;

• Make bookings for official travel;

• Organize and coordinate seminars and conferences;

• Perform other duties as directed by the Supervisor;

Budget and Finance:

• May provide assistance in the preparation and development of the office’s work program and budget

• May assist managers in the elaboration of resource requirements for budget submissions

• Reviews requisitions for goods and services to confirm (a) that correct objects code of expenditure have been charged and (b) availability of funds;

• May assist in finalization of budget performance reports with attention given to variances between approved budgets and actual expenditures.

Competencies

• Professionalism: Ability to manage processes, maintain accurate records in administrative fields.

• Teamwork: Good interpersonal skills. Ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Demonstrated ability to develop and maintain effective work relationships with supervisors and colleagues.

• Planning and Organizing – Ability to plan and organize own work effectively in an efficient and timely manner.

Education

High School Certificate education. Specialized training should include office management/business administration and technical communication skills.

Work Experience

A minimum of five (5) years of progressively responsible experience in administration, finance, budget, accounting, audit, human resources or related areas is required.

Solid computer skills including proficiency in word processing and spreadsheets is required.

Knowledge of electronic tools, such as ERP is desirable.

Must be familiar with function-related provisions of United nations Rules, Regulations, Manuals and Policies is desirable.

Experience working at a UN field mission or UN Agencies or International Organizations in the capacity is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. Strong English language competence, both oral and written, is required. Knowledge of other United Nations languages is desirable.

How to Apply

For more information and job application details, see; Office of the Special Envoy for Sudan and South Sudan Administrative Assistant Jobs in Ethiopia

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