United Nations Office to the African Union Administrative Assistant Jobs in Ethiopia

United Nations Office to the African Union Administrative Assistant Jobs in Ethiopia

Org. Setting and Reporting

Under the supervision of the Head of Mission (HoM) or his/her designate, the incumbent will provide substantive and administrative support in managing priorities, information and workflow within the section. Within limited supervision, the Administrative Assistant will be responsible for;

Responsibilities

• Assisting in administration of the front office;

• Assists with visualizations and updating information material such as web pages or brochures.

• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.

• Undertakes research on a range of HR related issues and assists in the preparation of notes/reports.

• Managing and maintaining the Director's calendar and schedule, including: Arranging appointments;
receiving and directing visitors; placing and screening calls and answering queries; ensuring meeting and review documents are available and printed for review; contacting embassies, UN agencies, international institutions, government offices; and ensuring efficient coordination of the Director's calendar, with appropriate consultation to prioritize and resolve conflicts and competing demands;

• Conveying directives, reports, status updates and other relevant information to necessary parties, brings sensitive and urgent matters to the HoM’s attention;

• Screening and prioritizing all incoming emails and correspondence;

• Compiling relevant background documents;

• Identifying issues requiring the HOM’s attention and refers others to relevant officers for appropriate action and follows up on actions to be taken;

• Handling a wide range of complex and confidential information in terms of incoming emails and responses, research, and other communications;

• Compiling and analyzing data. Producing summaries and conclusions for review by the supervisor.

• Implementing and supporting improvements to administrative procedures and systems to ensure smooth functioning of the office, including filing paper and electronic records;

• Preparing, processing and classifying confidential information;

• Handles a wide range of administrative duties/processes (e.g. leave and, travel arrangements, visa applications, expense statements, charges, equipment purchase, service and supply requisitions, conference room bookings, etc.);

• Proofreads and edits text for adherence to format, grammar, punctuation and style outgoing documents,

• Assists in producing variety of large, complex documents and reports;

• Supports the planning and coordination of major meeting and events;

• Maintains tracking on work assignments;

• Performs other duties as assigned.

Education

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

Work Experience

A minimum of 7 years of experience in administration and office management is required

Experience working in an executive office or with senior managers is required

Experience with administrative procedures and in the context of an international NGO or a United Nations System Entity is desirable.

Experience organizing and coordinating meetings, conferences and events is desirable

Languages

English and French are the working languages of the United Nations Secretariat. For the advertised post, fluency in both written and oral English is a requirement. Knowledge of local dialects is desirable.

How to Apply

For more information and job application details, see; United Nations Office to the African Union Administrative Assistant Jobs in Ethiopia

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