Vacancy Announcement – United Nations Development Program (UNDP)
Thank you for reading this post, don't forget to subscribe!Thank you for reading this post, don't forget to subscribe!United Nations Development Program (UNDP) would like to invite qualified and interested job seekers to apply for the following different positions.
Position 1: Administrative Associate (Executive Team Assistant)
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.
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.
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
Educational: Secondary Education and/or university degree in Administration/Management and or related field.
Work 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
Position 2: – Protocol/ Senior Driver
Key Functions / Responsibilities
- Provide reliable and safe driving by driving office vehicles for the transport of UN staff members, high-ranking officials, and official visitors.
- Makes deliveries of parcels, documents, etc., between the office and UN Organizations/ other offices and institutions, e.g., Ministries, Embassies, Permanent Missions, etc.
- Support staff members and their dependents by facilitating the process of visas, identity cards, duty free-privileges, and other related documents in accordance with requirements of the United Nations and the National Government.
- Receive shipments; undertake customs clearance processes, preparation of documents related to shipments and clearance, and follow up.
- Ensure proper day-to-day maintenance of the assigned vehicle through timely minor repairs, arrangements for major repairs, timely checks of oil, tires, brakes, vehicle cleaning, and washing, etc.,
- Ensure availability of all required documents/supplies for the assigned vehicle such as vehicle insurance, vehicle logs, office directory, map of the city/country, first aid kit, and necessary spare parts in the assigned vehicle,
- Ensure that actions required by law, as well as UN rules and regulations, are taken in case of involvement in an accident,
- Maintain proper records on repair and maintenance costs of the vehicle/s for review by senior management for budget preparation and quarterly review of annual cost plan and decision for items replacement.
- Assist in providing information in the preparation of Annual Cost Plan/Revisions on office transportation/logistics support service.
- Provide protocol and transport for high-level missions as and when required.
- Liaise with officials/owners of local garages to obtain information with regard to the cost of parts, service charges, and better and up-to-date services.
- Perform other related duties as required.
Results Expected
Safe and reliable transportation and protocol services to the Head of Office, staff members, UN Officials, and visitors and cost-effective operation of vehicles.
Corporate Competencies:
- Demonstrates commitment to OCHA’s mission, vision, and values.
- Displays integrity, professionalism, and respect for diversity.
- Functional Competencies
Professionalism
- Excellent driving skills with a thorough knowledge of local road regulations and knowledge of basic vehicle maintenance,
- Good knowledge of protocol management
- Good knowledge of the region and the condition of roads,
- Understand OCHA values and ethics and demonstrate them in day-to-day activities,
- Maintain confidentiality and security of information,
- Organize and plan own work routine,
- Respond quickly to arising and foreseen requests,
- Positive and constructive attitude with a client-oriented approach.
Communication
Show understanding of the questions and concerns of others.
Communicate effectively with all individuals regardless of gender, national and cultural background.
Teamwork
Excellent interpersonal skills and ability to establish and maintain effective partnerships in a multi-cultural, multi-ethnic environment and respect diversity.
Work collaboratively with colleagues
Educational: Secondary Education, driver’s license, knowledge of driving rules and regulations.
Work Experience: Minimum four years’ Protocol and Driving experience, Knowledge of logistics and fleet management, and safe driving record.
Language Requirements: Fluency in English and the language of the duty station is required.
Duty Stations: Addis Ababa
Deadline: October 04, 2023
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
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