Fixed-Term (FT

Purpose of the post

Under the general supervision of Sr. Administrative Assistant, the incumbent performs a variety of relatively complex clerical duties related to the administration of the office.

Major Duties and Responsibilities of this post include:

• Searches office files and records relating to a variety of topics for information and reference.  Selects information and records in specified format, or on the basis of general instructions for use by others in preparing reports, correspondence, technical papers, project or programme plans and general reference documents.
• Supports in property management of administrative supplies, office equipment, and other office properties and ensures that services and maintenance of premises and office equipment are in accordance with organizational standards & timely renewal/servicing/replenishment of office computer equipment, furniture, safety/security equipment and other sensitive UNICEF properties.
• Drafts correspondence, memoranda and reports via oral instructions, previous correspondence or other available information sources, in accordance with standard office procedures.
  • Classifies and codes material relating to a number of subject matter areas, and maintains general office files or provides guidance to the registry clerk in performing this duty. Ensures file archiving system is in place and done as per UNICEF policy and Procedures. Retrieves documents as and when required.
  • Arranges meetings, both internal and external, some involving high-ranking officials, and takes minutes and/or notes at meetings. Organizes secretariat and related facilities for meetings/conferences/trainings as and when required.  In coordination with protocol team, provides advice and assists staff members / guests by processing requests for visas.
  • Ensures timely settlement of service contracts, low–value items and petty cash management.
  • Liaises with Supply & Logistics unit and makes arrangements for shipment and receipt of office and project supplies and equipment, and household effects, including customs clearance as needed. 
  • Responds to queries relating to the area of responsibility. Making sure effective working relations are maintained with other agencies, local authorities and implementing partners.
  • Operates various office equipment such as typewriters, word processors and other similar keyboard equipment, as required.
    • Performs other duties, as required.

• MINIMUM REQUIREMENTS:

  Education requirements: Completion of secondary education preferably supplement by technical or   university courses in a field related to the work of the organization.

  Work Experience: A minimum of five years general clerical work experience, which should have provided a good knowledge of clerical practices and procedures, as well as document management and meeting/conference organization.

  Language Proficiency: Fluency in English and in the local working language of the duty station required.

  Nationality:    Candidates should be NATIONALS of Ethiopia.

  Core Values: Commitment, Diversity and Inclusion, Integrity

  Competencies:  Communication, Working with People, Drive for Results, Analyzing, Applying Technical Expertise, Following instructions and Procedures, Planning and Organizing

  Applications must include motivation letter, an updated CV, and a completed UN Personal History Form (P-11) available for download on the same page.

  Please DO NOT ATTACH COPIES OF TRANSCRIPTS, ACADEMIC DEGREES OR RECOMMENDATION LETTERS WITH THE APPLICATION. 

  UNICEF and UN candidates must also include two recent Performance Evaluation Reports.

  Only shortlisted candidates will be contacted.  Applications from qualified women are encouraged

  You can download P11 form here