Position: Program Assistant to Office of the Minister - Retainer

Deadline: October, 09/2023

Background Information - Job-specific

Organizational Context

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner. 

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations. 

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it. 

A flexible structure and global reach mean that we can quickly respond to our partners' needs while offering the benefits of economies of scale. 

Ethiopia Multi-country Office (ETMCO) sub-region currently consists of an established Operation Centre in Addis Ababa which manages a portfolio of engagements in four (4) Horn of Africa countries (Ethiopia, Djibouti, Sudan and South Sudan). ETMCO focuses on Infrastructure, Procurement, Project Management, HR and Transactional Services, and Fund Management services across a wide range of sectors including Health, Education, Agriculture, and Resilient infrastructure among others.  

Our goal is to support countries, help people in need and enable our partners through delivering on our mandate of infrastructure, procurement and project management in the countries in the Horn of Africa. Building on our global experience of successfully delivering projects in complex operating environments, a healthy pipeline of engagements are at various stages of discussion with our priority partners.  

Project Background

UNOPS has signed a project agreement with the Ministry of Health to strengthen the Capacity of the Ministry for the Realization of Health Sector Transformation Plan (HSTP-II) on selected priorities. This project will be implemented in Addis Ababa, Ethiopia and the overall objective/purpose is to contribute towards the realization of selected strategic priorities of the Health Sector Transformation Plan (HSTP-II) which is more on project management focusing on institutional capacity building, technical assistance etc. UNOPS is selected to manage and implement the project by creating a project management unit (PMU).

This unit will be formed by a group of experts and specialists in the relevant matters that will be in charge of delivering the outputs.

The Program Assistant will report to the UNOPS Project Manager. The Project Manager will also gather feedback from the client (Office of the Minister) to manage and assess the deliverables of the Program Assistant.

Strategic Initiative:  

• Enhance the provision of equitable and quality comprehensive health services, 

• Enhance Informed Decision Making and Innovation 

Scope of Work/ Objective

This role will provide clerical assistance to the implementation of HSTP-II by providing administrative assistance to the project with the office of the Minister teams, and offices of the MOH which are responsible for implementing selected priorities of the plan. The role will provide program assistance including, but not limited to, assistance with planning, reporting, communication, and organization of program activities. 

Functional Responsibilities

• Assist teams and executive offices in the preparation of budgeted annual plans and reports for their respective programs

• Assist with resolving administrative problems, coordinating activities, and analyzing data in regards to administrative tasks

• Assist with the follow-up and timely update on work results of executive offices under the Office of the Minister, including work plans, reports as well and action items assigned to executive offices

• Support the Office of the Minister with administrative requirements for the project

• Support with weekly scheduling for the project and the office of the minister to work in an aligned manner

• Provide support with travel management, including booking, coordinating and arranging hotels, settling visas, work permits, and residence cards and liaising with travel colleagues in UNOPS

• Being a point of contact for programme personnel and external stakeholders such as the office of the Minister, to gather and liaise with specialist colleagues when needed. 

• Assist in correspondence: tend to calls, draft messages, and help provide information and administrative support when needed for the programme colleagues

• Assist with providing reminders to colleagues on specific administrative milestones, such as performance evaluations and timely performance feedback to personnel

• Perform other duties as assigned by the Project Manager and within the scope and objective of the role

Expected Deliverables

• Administrative and program assistance supports to the minister and state minister’s office to ensure a smooth programme administration

Education/Experience/Language requirements

Education

• Completion of Secondary education or high school diploma is required.

• A diploma or Bachelor's Degree in Secretarial Science and office management and other related fields is desirable.

Experience 

• A minimum of four (4) years of relevant work experience in facilitating and organizing meetings and workshops experience in office management, recording minutes writing and compiling proceedings of meetings is required.

• Competency in computer and software skills, particularly project and task management tools are desirable.

• Ability to multitask, clearly communicate both verbally and in written form, excellent interpersonal skills and a strong work ethic are assets. 

• Experience working in similar positions preferably in the health sector is desirable.

Language 

• Fluency in spoken, written and reading English is required.

• Knowledge of another UN official language is an asset.

Competencies

• Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

• Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as a positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

• Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

• Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

• Open to change and flexible in a fast-paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

• Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

• Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement (LICA)

Contract level: LICA-4 (ICS4)

Contract duration: One year, with the possibility of extension.

This is a local position and hence is open to Ethiopian nationals only.

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• Qualified women and candidates from groups that are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

How to Apply

• Register using THIS LINK

Terms and Conditions 

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post. 

• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.