III. Key Functions / Responsibilities

Summary of Key Functions:

•  The overall organization of the office of the Representative and Head of Office, including scheduling, effective and efficient management of the engagements of the Representative/Head of Office;

• Efficient record keeping of activities of the OCHA-AULO-management of files, correspondences, minutes of meetings, contact lists events calendar;
  Expected Results:
  Facilitate staff travel: reservations, finalizing flight bookings, and ticket reconfirmations for mission guests etc;

•  Serve as focal points with clients and officials; facilitation of coordination/collaboration with other liaison offices/partners accredited to the African Union and the ECA, receiving visitors, placing and receiving calls and attending to various queries;

• Facilitate logistics for high level missions to the region; schedule meetings with AU officials and other partners, book accommodation, transport, and in consultation with organizers, prepare participants lists and travel schedule, book dinner/cocktail receptions and attend to general queries

• Update the office calendar of events/missions/travel and leave planning calendar

• Manage the schedule of the Representative/Head of Office, arrange meetings, appointments and update diaries, liaise with the rest of the team for effective planning of events’ calendar;

•  Organization of AULO meetings and workshops by working collaboratively with members of the team in performing related multiple and diverse work processes and activities;

• Receive, screen and route correspondence; attach necessary background information and maintain follow up system;

• Provide general research support and utilize relevant computer software to retrieve, maintain and manage data as required; provide relevant information, reports and status updates;

•  Ensure quality of documents requiring the Representative/ HoO’s approval/signature

•  Draft finalize and circulate correspondence, including cover letters to circulate AULO information products to partners and colleagues

• Prepare agenda and notes of AULO weekly staff meetings

• Ensure safe custody of AULO documents; manage and update the resource library and files within the office of the HoO

•  Regularly update the directory of donors/diplomatic community and monitor changes in contacts, liaise with the IT assistant for update of general contact database and distribution list of International organizations, Non-Governmental organizations, ministries and UN agencies

•  Stand in for administration team for administration, petty cash and personnel issues when on mission or on leave

• Performing any other duties as assigned.

IV. Impact of Results

• The Office has determined the necessity of these functions in order to contribute towards the smooth running of the office of the Representative/HoO and the translation of the same to the effectiveness of the AULO. Frequent interaction with the Liaison and representation offices to the African Union, as well as the African Union Commission HQ.

V. Competencies

• Corporate Competencies:

• Demonstrates commitment to OCHA’s mission, vision and values

• Displays cultural, gender, religion, race and nationality sensitivity and adaptability

Functional Competencies:

• Teamwork

•  Client Orientation

• Professionalism

•  Planning and Organizing

•  Communication & Networking

• Technology awareness

•  Communications

• Commitment to continuous learning

Job Requirement

• Educational :  Secondary Education and/or university degree in Administration/Management and or related field.

Experience:

• A minimum of 6 years of relevant work experience with Secondary Education and 3 years of progressively responsible and relevant professional experience in office administration, familiarity with UN processes and related procedures or other related are with a Bachelor’s Degree.

• UN or NGO experience required;

• Excellent inter-personal and communication skills;

• Excellent computer literacy and skills (word, excel, lotus notes, data bases and internet);

• Language Requirements:  Proficiency in written and oral English is essential and Knowledge in Amharic is required

Duty Stations:   Addis Ababa

How to Apply

Interested applicants must submit their CVs, letter of motivation, and supporting documents via the email address: – ocha-eth-hr@un.org

Only shortlisted candidates will be contacted

Please specify the duty station you are applying for