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 would like to invite qualified and interested job seekers to apply for the following different vacant position.
Position 1: – Humanitarian Affairs Officer-Communications/Public Information
Job Summery
II. Organizational Context
Part of the UN Office for the Coordination of Humanitarian Affairs (UNOCHA), the role of the OCHA Liaison Office to the African Union (AU) and the UN Economic Commission for Africa (OCHA-AULO) is to facilitate the OCHA partnership with the African Union, including its eight Regional Economic Communities and Mechanisms (RECs/RMs) and the UNECA on humanitarian action in Africa. The goal of the partnership is to make humanitarian action more effective, strengthen resilience, enhance the predictive, preventive and response capacities of AU humanitarian initiatives and mechanisms and showcase replicable best practice and Africa’s humanitarian tradition.
The OCHA-AU Partnership is based on a 2010 Memorandum of Understanding in three areas: (1) Coordination of humanitarian assistance (2) early warning, disaster preparedness and response and (3) advocacy for the protection of civilians affected by conflict and natural disasters. The MoU is implemented through a mutually agreed multi-year to Plans of Actions. The AULO works with the African Union Commission, RECs/RMs and more than 47 other stakeholders accredited to the AU for a more enabling environment and inclusive humanitarian action in Africa through coordination, liaison, and partnership.
Under the overall guidance of the AULO Head of Office and in conjunction with Public Information staff in OCHA Offices in the region countries, the PIO will perform the following duties:
• Initiates and sustains professional relationships with key constituencies. Participates in selecting the information transmitted to those key constituencies. Finds new and creative ways of sharing information with all stakeholders.
• Develop and implement a communications and advocacy strategy to ensure greater visibility and reach on humanitarian issues emanating from key crises on the continent.
• Coordinate with PIOs in the region and AU partners, in support of Public Information activities around the ongoing crises on the continent. Acts as focal point on specific issues, monitoring and reporting on developments, responding to inquiries, etc.
• Ensures implementation of information programs to publicize humanitarian issues and/or major events in the region and with AU partners including monitoring and reporting on progress, taking appropriate follow-up action,
• Monitors and analyzes current events, public opinion, and press, identifies issues, and trends, and advises management on appropriate action/responses.
• Undertakes activities to promote media -coverage (e.g. press conferences, interviews, press seminars and other special activities) of humanitarian issues and/or major evet1ts, to include development of a media strategy and action plan, initiating pro-active media outreach efforts, proposing and arranging press conferences/media coverage, disseminating materials and consulting with press on approach/story angle and other information requests, undertaking appropriate follow-up action and analyzing and reporting on the impact of coverage.
• Produces or oversees production of a specific type or types (e.g. print, broadcast, etc.) of information communications products (e.g. press kits, press releases, feature articles, speeches, booklets, brochures, backgrounders, audiovisual materials, radio spot program.), to include proposing topics, undertaking research., determining appropriate medium and target audience, preparing production plans, writing drafts, obtaining clearances, and finalizing texts, editing copy, and coordinating design approval, printing procedures and distribution.
• Performs other Pl functions as required.
IV. Impact of Results
• High quality public information processes, outputs and products are produced in a timely manner.
• Humanitarian partners have information and materials on the humanitarian situation, the regional response, advocacy needs for humanitarian engagement, support for regional partnership and messaging for humanitarian priorities.
• The AU and continental partners receive consolidated and clear information on the humanitarian crises and response.
1. Professionalism
2. Communication
3. Team work
V. Competencies
Corporate Competencies:
Commitment
Drive for results
Embracing Diversity
Integrity
Self-awareness and self-regulation
Teamwork
Functional Competencies:
Professionalism
Communication
Team work
Job Requirement
Education: Advanced University degree or bachelor’s degree in public information, Journalism, International Relations, Public Administration, or related experience required
Experience:
A minimum of five years for an advanced degree and seven years for a bachelor’s degree of direct relevant working experience with the UN, NGO, or government agency required.
Experience with crisis communications required.
Experience in the implementation of public information activities in humanitarian emergencies required.
Humanitarian experience in the field (actual setting where a mission and. or project is being implemented) in emergency situations (complex emergency or natural disaster) is desirable
Language and other skills:
Fluency in written and spoken English, and proficiency in the language of the duty station required. Knowledge of French would be and advantage
Duty Station: Addis Ababa
How to Apply
Closing date: 18 February 2024
Interested applicants must submit their CVs, letters of motivation, and supporting documents via the
Email address:– dino@un.org
Only shortlisted candidates will be contacted
Position 2: – National Humanitarian Affairs Officer
Job Summery
II. Organizational Context
The Office for Coordination of Humanitarian Affairs (OCHA) continues to strengthen its capacity in Afar region to respond to humanitarian needs on the ground. OCHA supports humanitarian coordination efforts both at the Federal and regional levels. OCHA works in support of the United Nations Resident and Humanitarian Coordinator to facilitate a coordinated, well-resourced and effective international relief response and the bridging of the transition from relief to recovery. Functionally, the work of OCHA breaks into four main areas: (1) coordination and operational support; (2) field monitoring and analysis; (3) information management and humanitarian reporting; and (4) resource mobilization.
OCHA Ethiopia recognizes the need to keep robust capacity in field offices to fulfill its mandate to ensure effective and predictable protection of and assistance to the most vulnerable populations through principled and hands-on field-level coordination of humanitarian actions. In this regard, the office is recruiting a full-time National Humanitarian Affairs Officer (NHAO) to be based in Semera, Afar with the relevant competencies to support OCHA operations in the region.
III. Functions / Key Results Expected
Summary of Key Functions:
• Facilitate and undertake joint assessments of humanitarian needs in Afar region to inform response planning and implementation.
• To coordinate and represent OCHA in over all operation in Afar Region.
• Work closely with the regional authorities, UN agencies, NGOs and other partners as appropriate and as required to ensure functional, accountable, predictable and scalable coordination mechanisms in the region.
• Facilitate the establishment and strengthening of effective sectoral task forces in Afar region with relevant regional and zonal line bureaus taking leadership and supporting humanitarian cluster partners to assume their respective cluster leadership roles.
• Work closely with relevant regional officials, UN and NGO counterparts to monitor, analyze and report on humanitarian development, emergency or relief management in Afar region.
• Work with regional Government counterparts to strengthen or establish appropriate emergency preparedness tools and activate ad-hoc coordination mechanisms to respond in a more timely and predictable manner in the event of quick onset or deteriorating emergencies
• Maintain a close working relationship in the field with regional, zonal and woreda government officials especially the Regional Disaster Preparedness and Food Security Coordination Office (DPFSCO), civic and non-governmental aid organization, UN agencies and the Red Cross Movement in order to establish a cooperative network for the exchange of humanitarian information.
• Work with regional counterparts to enhance community participation, including but not limited to involvement of local NGOs and CBOs in humanitarian response.
• Work with other humanitarian actors to identify gaps in the capacity of regional government humanitarian coordination apparatus and endeavor to marshal resources locally to address those gaps
• Work closely with and support the regional early warning system in monitoring and reporting on hazards and its impact on communities in designated regions of assignment.
• Organize and facilitate OCHA and humanitarian donors’ field missions in the region, including organizing appropriate briefs on humanitarian situations and facilitating local field travels.
• Work with OCHA Information Management Unit and partners to enhance information management by ensuring that information products such as zonal profiles, 3Ws, contact lists and briefing packs are in place and are regularly updated.
• Work with humanitarian counterparts to ensure that cross-cutting issues such as gender, Protection against Sexual Exploitation and Abuse (PSEA), Accountability to Affected People (AAP) and protection are embedded more thoroughly in the humanitarian program cycle
• Promote the dissemination and understanding of OCHA’s mandate, the humanitarian principles and humanitarian code of conduct amongst partners in assigned areas.
• Perform other duties as may be required by the OCHA head of sub-office in Afar region.
V. Competencies
Corporate Competencies:
• Demonstrates commitment to UNOCHA’s mission vision and values
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies:
• Team work
• Planning and Organizing
• Communication
• Accountability
• Client Orientation
• Commitment to Continuous Learning
JOB REQUIREMENT
Education: Advanced university degree (Master’s degree) in political science, social science, public administration, international studies, economics or related area. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
Experience:
Minimum 2 years of progressively responsible and relevant professional experience in humanitarian affairs, emergency preparedness, rehabilitation and development, with significant field experience in complex emergencies, including humanitarian emergency efforts with Advanced degree and 4 years of progressively responsible and relevant professional experience with a Bachelor’s degree is required;
UN or NGO experience required
Proven ability to work in an inter-agency environment and experience in working with government officials and technical staff in a cooperative manner is essential
Cultural sensitivity and diplomatic skills are essential
Ability to build and lead a field team under difficult and insecure conditions
Language and other skills:
Fluency in written and spoken English is required.
In addition, proficiency in the language of the duty station is desired
Duty Station: Semera, Afar Region, Ethiopia
How to Apply
Closing date: 18 February 2024
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
Position 3: – National Humanitarian Affairs Officer/ Humanitarian Access Specialist
Job Summery
II. Organizational Context
OCHA Ethiopia has recognized the need for an Access Specialist who will support the Head of the Access Unit to fulfil his/her duties of facilitating and coordinating efforts to systematically collect, monitor, analyze and disseminate information on access. He/she would also help determine the access’ priorities in regard to information management, advocacy and field support.
The Access portfolio within OCHA Ethiopia office encompasses a variety of activities including monitoring, analyzing, and reporting humanitarian access constraints, undertaking humanitarian negotiations, advocacy, and some elements of humanitarian civil-military coordination (UN CMCoord) and protection analysis.
The Access Specialist reports to the Head of the Access Unit and works in close conjunction and liaison with all units within the OCHA-Ethiopia office and in particular with government counterparts, i.e. Ministry of Peace, National Disaster Risk Management Commission (NDRMC), as well as with UN, Cluster Lead agencies, and NGOs.
IV. Impact of Results
1. Coordination
• He/ she supports the office function of co-chairing the Access Working Group (AWG) and fulfills related secretariat functions.
• He/ she assists the Head of the Access Unit in building synergies and facilitating collective understanding and analysis around access impediments among humanitarian partners, especially among NGOs.
• He/ she assists the Head of the Access Unit engagement with relevant actors (e.g. government, armed groups, communities, etc.) on humanitarian access issues, bringing expertise of local culture and dynamics, including traditional conflict-resolution mechanisms.
• He/ she contributes to the development of a network of local contacts among key stakeholders, including authorities and the humanitarian community to identify, monitor and analyze key access constraints in collaboration with OCHA Ethiopia field colleagues.
2. Monitoring, Analysis & Reporting
• He/she supports analysis of access data and incidents – including bureaucratic impediments, identifying trends and providing context and stakeholders analysis.
• He/ she liaises with humanitarian partners to promote and encourage systematic reporting of access constraints.
• He/she ensures the daily reporting, classification and documentation of access incidents (data base of access incidents) through the Access and Monitoring and Reporting Framework (AMRF) in coordination with OCHA Ethiopia Information Management Unit (IMU).
• He/she ensures the active verification of access incidents together with partners and OCHA Field Coordination Unit (FCU) and Heads of Sub-Offices, following up the quality and consistency of reporting.
• He/she works closely with UNDSS Local Security Advisors in tracking and analyzing security incidents impacting operations.
• He/ she supports the Head of Access Unit in the organization of the OCHA-Ethiopia office weekly Access coordination meetings.
• He/she supports the Head of Access Unit situational analysis on access related issues, including through regular field trips.
3. Information management
• He/she supports the creation of the Access unit deliverables (data collection, entry, quality, control and analysis)
• He/she supports the preparation of Access analysis documents, talking points, presentations, etc.
• He/she works with OCHA Ethiopia Information Management Unit (IMU) to visualize access incidents and trends through regular internal coordination meetings.
4. Operations & Field support
• He/she supports the Head of Access Unit in access negotiations, including preparations, roll-out, and follow-up.
• He/she undertakes travel to field locations on a regular basis to support OCHA Sub-offices in undertaking access analysis and supporting humanitarian negotiations.
• He /she provides technical support to field offices as relevant and required.
• He/she maintains a contact list of relevant stakeholders and access influencers.
5. Policy development
• He/she supports the preparation of policy papers, lessons learned, operational good practices related to humanitarian access.
• He/she maintains a record/ institutional knowledge on access issues, past negotiations, etc.
6. Representation
• In the absence of the Head of Access Unit, and upon request, he/she represents OCHA on access issues in relevant meetings both internal and external briefing on access trends and dynamics.
V. Competencies
Corporate Competencies:
Commitment
Drive for results
Embracing Diversity
Integrity
Self-awareness and self-regulation
Teamwork
Functional Competencies:
Political & social affairs
Negotiation skills
Protection & Humanitarian Civil Military Coordination
Networking
Strategic and Global thinking
Planning, setting standards and Monitoring work.
Leading vision and change
Job Requirement
Education: Advanced University Degree in political science or a related field is a requirement.
Experience:
A minimum of seven years of direct relevant working experience for degree holder and five years’ experience for advanced degree with the UN, NGO or government agency required. A thorough understanding of the relief, social, economic, and political situation in Ethiopia, excellent communication, report writing & analytical skills are necessary. Necessary personal qualities should include diplomacy, tact, integrity, and the ability to work effectively in a multi-cultural environment, under pressure and sometimes in arduous circumstances.
Language and other skills:
Fluency in written and spoken English, and proficiency in Amharic and Oromifa is essential. Knowledge of another national language will be an asset
Duty Station: Addis Ababa
How to Apply
Closing date: 18 February 2024
Interested applicants must submit their CVs, letters of motivation, and supporting documents via the
Email address:– biruk.diriba@un.org
Only shortlisted candidates will be contacted.
Position 4: – National Humanitarian Affairs Officer
Job Summery
II. Organizational Context
The Office for Coordination of Humanitarian Affairs (OCHA) continues to strengthen its capacity in Amhara region to respond to humanitarian needs on the ground. OCHA supports humanitarian coordination efforts both at the Federal and regional levels. OCHA works in support of the United Nations Resident and Humanitarian Coordinator to facilitate a coordinated, well-resourced, and effective international relief response and the bridging of the transition from relief to recovery. Functionally, the work of OCHA breaks into four main areas: (1) coordination and operational support; (2) field monitoring and analysis; (3) information management and humanitarian reporting; and (4) resource mobilization.
OCHA Ethiopia recognizes the need to keep robust capacity in field offices to fulfill its mandate to ensure effective and predictable protection of and assistance to the most vulnerable populations through principled and hands-on field-level coordination of humanitarian actions. In this regard, the office is recruiting a full-time National Humanitarian Affairs Officer (NHAO) to be based in Bahir Dar, Amhara with the relevant competencies to support OCHA operations in the region
III. Functions / Key Results Expected
Summary of key functions:
The Humanitarian Affairs Officer will support the head of OCHA sub-office in Amhara region in facilitating coordination efforts to address humanitarian needs. He/She will work under the overall supervision of OCHA head of sub-office in Amhara region. The incumbent will be based in Gonder and will work closely with the regional, zonal and woreda authorities in coordinating humanitarian action in the region.
Specific duties include:
• Work closely with the regional authorities, UN agencies, NGOs and other partners as appropriate to ensure functional and effective coordination mechanisms in the region;
• Assist the head of sub-office in organizing and facilitating field missions of OCHA staff, donors and other visitors and briefing on the overall humanitarian situation as well as the activities of OCHA and other humanitarian agencies in the region;
• Facilitate and undertake joint assessments of humanitarian needs in Amhara region to inform response planning and implementation.
• Monitor, analyze and report on humanitarian development, emergency or relief management in Amhara region;
• Maintain a close working relationship with regional, zonal and woreda government officials, NGOs, UN agencies, Red Cross Movement and local organizations to establish a cooperative network to enhance humanitarian agenda;
• Work closely with and support the regional early warning system in monitoring and reporting on hazards and its impact on communities in the region;
• Attend regular coordination and information sharing meetings as determined by the head of sub-office and assist in preparing for meetings and conferences as required;
• Work with partners in the region to ensure that information management products such as 3Ws, contact list, and briefing packs are in place and are regularly updated;
• Work with humanitarian counterparts to ensure that cross-cutting issues such as gender and protection are embedded in the humanitarian program cycle;
• Promote the dissemination and understanding of OCHA’s mandate, the humanitarian principles, and humanitarian code of conduct amongst partners in assigned areas;
• Perform other duties as may be required by the OCHA Head of sub-office in Amhara region.
V. Competencies
Corporate Competencies:
• Demonstrates commitment to UNOCHA’s mission, vision, and values
• Displays cultural, gender, religion and ethnic sensitivity and adaptability
Functional competencies:
• Professionalism
• Client Orientation
• Communication & Networking
• Teamwork
Job Requirement
Education: Advanced or first degree in political science, social sciences, public administration, international studies, economics, or related area.
Experience:
Zero years of experience with an Advanced Degree and a minimum of 2 years of relevant professional experience in humanitarian affairs with good field experience with first degree.
UN or NGO experience required
Proven ability in working in an inter-agency environment
Availability for travel in the region as and when is required
Language and other skills:
Fluency in English and Afaris language (oral and written) is required. Being able to interpret/translate relevant communications, reports, and/or documents from the local language of the region into English is a requirement
Duty Station: Gonder, Amhara Region
Closing date: 18 February 2024
Interested applicants must submit their CVs, letter of motivation, and supporting documents to:
Only shortlisted candidates will be contacted
Position 5: Information Management Officer
Job Summery
II. Organizational Context
Part of the UN Office for the Coordination of Humanitarian Affairs (UNOCHA), the role of the OCHA Liaison Office to the African Union (AU) and the UN Economic Commission for Africa (OCHA-AULO) is to facilitate the OCHA partnership with the African Union, including its eight Regional Economic Communities and Mechanisms (RECs/RMs) and the UNECA on humanitarian action in Africa. The goal of the partnership is to make humanitarian action more effective, strengthen resilience, enhance the predictive, preventive and response capacities of AU humanitarian initiatives and mechanisms and showcase replicable best practice and Africa’s humanitarian tradition.
The OCHA-AU Partnership is based on a 2010 Memorandum of Understanding in three areas: (1) Coordination of humanitarian assistance (2) early warning, disaster preparedness and response and (3) advocacy for the protection of civilians affected by conflict and natural disasters. The MoU is implemented through a mutually agreed multi-year to Plans of Actions. The AULO works with the African Union Commission, RECs/RMs and more than 47 other stakeholders accredited to the AU for a more enabling environment and inclusive humanitarian action in Africa through coordination, liaison, and partnership.
Under the overall guidance of the AULO Head of Office and in conjunction with Information Management technical staff in OCHA Offices in countries in the region, the JMO will perform the following duties in support of the advocacy efforts on humanitarian action at the continental level.
Research, develop and implement new standardized information systems services that can add efficiency to the strategic engagement at continental
Support data collection/assessment, data analysis and provide graphs, maps, infographics, and figures depicting the evolution of the humanitarian situation in crises hotspots in Africa.
Oversee the production of information and reporting materials intended for external use, such as maps, infographics, reports, and response
Oversee the collection and maintenance of primary data and information on the humanitarian situation resulting from crises in the continent, that are required internally and externally to support decision making
Support strategic decision making and advocacy by processing and analyzing data and information and presenting it in user friendly formats (e.g. reports, maps), utilizing the latest data visualization and mapping
Design, develop and manage databases, spreadsheets, and other data tools; understand, document. • and ensure the quality of high-value humanitarian data for accuracy, consistency, and comparability; consolidate information on a regular schedule to support regional
Liaise with external actors, including technical staff in humanitarian and development agencies, as well as government, on matters related to information
Maintain contact and exchange information with lMOs in sector lead UN agencies and relevant NGOs,
IV. Impact of Results
High quality humanitarian information management processes, outputs and products are produced in a timely manner and OCHA staff are trained to subsequently manage the processes after the end of the deployment.
Humanitarian partners have a common analysis of the humanitarian situation, the regional response, advocacy needs for humanitarian engagement, support for regional partnership and messaging for humanitarian priorities.
The AU and continental partners receive consolidated and clear information on the humanitarian response across the continent
V. Competencies
Corporate Competencies:
Commitment
Drive for results.
Embracing Diversity
Integrity
Self-awareness and self-regulation
Teamwork
Functional Competencies:
Professionalism
Communication
Teamwork
Job Requirement
Education: An Advanced University degree or bachelor’s degree in information management, information systems or related fields is required.
Experience:
A minimum of five years for an advanced degree and seven years for a bachelor’s degree of direct relevant working experience with the UN, NGO, or government agency is required.
Experience in information management, information systems, visualization, and design.
Experience in infographics and/or mapping technologies would be an advantage.
Experience in handling statistical data analysis and Management related to emergency food security, nutrition, water, or related fields.
Demonstrated knowledge and skill in GIS.
Language and other skills:
Fluency in written and spoken English, and proficiency in the language of the duty station is required. Knowledge of French would be and advantage
Duty Station: Addis Ababa
Closing date: 18 February 2024
Interested applicants must submit their CVs, letters of motivation, and supporting documents via the
Email address:– dino@un.org
Only shortlisted candidates will be contacted.
Position 6: Driver
Job Summery
II. Organizational Context
Under the direct guidance and supervision of the Administrative Officer, the incumbent will provide reliable and safe driving services to OCHA staff, and if so, required to other UN officials and visitors ensuring the highest standards of discretion, integrity, and responsibility. The Driver must have excellent knowledge of protocol and security issues and a client-oriented approach, courtesy, tact, and ability to work with people of different national and cultural backgrounds
III. 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, delivering and collecting mail, documents, and other items, contributing to smooth office functioning,
Liaise and coordinate with local authorities to facilitate the smooth running of vehicle movement in the designated area,
Keep abreast of developments in local security situations including security information that might have an impact on movement,
Ensure cost-savings through proper use of vehicle through accurate maintenance of daily vehicle logs, provision of inputs to the preparation of the vehicle maintenance plans and reports,
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,
Perform other related duties as required.
IV. Results Expected
Safe and reliable transportation of OCHA staff and cost-effective operation of vehicles.
V. Competencies
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 the region and 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 concern 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
Job Requirement
Education: Secondary Education, driver’s license, knowledge of driving rules and regulations, and skills in minor vehicle repair
Experience:
Minimum two years’ work experience as a field driver in different regions of the country; safe driving record and particular operational/driving experience
Language and other skills:
Fluency in English and the language of the duty station is required
Duty Station: Bule hora
Closing date: 18 February 2024
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
Position 7: Administrative Assistant
JOB SUMMERY
II. Organizational Context
This position is located within the Humanitarian Financing Unit (HFU) for the United Nations Office for the Coordination of Humanitarian Affairs (OCHA) in Ethiopia. The Ethiopia Humanitarian Fund (EHF) in Ethiopia was established in 2006. The EHF supports a coordinated approach in channeling resources to priority needs in humanitarian assistance. It aims to increase the effectiveness of the humanitarian response by ensuring a timely and needs-based allocation of available resources. The Fund is under the overall responsibility of the Humanitarian Coordinator (HC). Since its inception, the EHF has become the largest single source of funding of non-food humanitarian assistance in Ethiopia. UN Agencies and international and (imminently) national NGOs have access to the fund through a participatory and inclusive decision-making process, in which clusters play a crucial role. The HFU facilitates allocations and reporting requirements from the EHF and the Central Emergency Response Fund (CERF). The post is based in Addis Ababa.
Under the overall guidance and supervision of the Head of HFU, the Administrative Assistant provides administrative support to HFU to ensure professional and efficient office operations. In this role, the incumbent will ensure high quality, accuracy and accountability of the work performed. The Administrative Assistant promotes a client, quality, and results-oriented approach. The incumbent will also work in close collaboration with colleagues in various units and sub-offices of OCHA Ethiopia to ensure consistent and quality service delivery.
III. Functions / Key Results Expected
Summary of Key Functions:
Under the overall supervision of the OCHA Head of the Humanitarian Financing Unit (HFU), the Administrative Assistant is expected to perform the following tasks:
Provide administrative support to Humanitarian Financing Unit to ensure effective and professional office operations, focusing on the achievement of the following results:
• Provide administrative support to Head of Unit and HFU Staff, including scheduling, taking meeting minutes and managing information and messages for HFU staff members.
• Maintain/keep updated HFU’s Contact List (Donors, Partners, Advisory Board, etc.), including ad hoc and regular updates of mailing lists.
• Organize regular and ad-hoc meetings, missions, workshops, trainings; this will include logistics arrangements as well as preparation of agenda, presentations and minutes when requested.
• Prepare for remote meetings (Video Teleconference, Webex, Skype) in coordination with office IT personnel to support the team, when requested.
• Regular monitoring of incoming and outgoing correspondence, (regular management of HFU generic mailbox).
• Regular maintenance of a filing system (hard copy and electronic).
• Draft routine correspondence, notification e-mails, inter-office circulars, when requested.
• Ensure regular update of HFU team leave Matrix and the HFU team calendar.
• Assist the finance pillar in compiling an inventory of assets, a list of salaries, travel expenses, and operational costs for EHF partners. Additionally, facilitate the preparation of Grant Agreements and assist with audit-related tasks.
• Assist facilitating visa request in coordination with Admin Unit, and customs clearance for different import items.
Ensure the effectiveness of office management, focusing on achievement of the following results:
• In consultation with the Head of Unit, prepare the list of stationery and office/kitchen supplies on a need basis.
• Coordinate with Admin Unit to initiate the procurement of stationery & supplies, training materials, event/meeting logistics, on a need basis.
• Coordinate with Admin Unit to initiate the arrangements of the office space, on a need basis.
Ensure administrative and logistical services (travel administration and transportation arrangement), focusing on achievements of the following results:
• Arrangements for travel and hotel reservations, security clearances, online check-in, preparation of travel authorizations for the HFU team processing requests for visas, and other documents.
• Serve as a focal point for flight booking for international and domestic flights for HFU staff.
• Manage outsider visitor/meeting participants lists, ensure that ECA security office is informed about visitors in a timely manner to ensure appropriate access to the UNECA compound.
• Coordinate meeting room bookings, tracking schedule ensuring effective and proper utilization of the meeting room.
• Coordinate with Admin Unit/Logistics to ensure transportation support is provided to HFU staff when requested for official business.
• Perform other tasks assigned by the Head of HFU and Finance Officer.
IV. Impact of Results
The Office has determined that the function is essential to ensure efficient and professional office operations of HFU. The complex emergency – unprecedented inter-communal conflicts and displacement emergencies coupled with recurrent and severe drought in Ethiopia significantly increased the EHF pot, with new donors contributing to the Fund and elevated number of EHF partners. This further increased the administrative requirements of the Fund, including the administrative support needed by the Head of HFU and HFU staff.
V. Competencies
Corporate Competencies:
• Demonstrates commitment to UNOCHA’s mission, vision, values.
• Displays cultural, gender, religious, racial and nationality sensitivity, and adaptability.
• Treats all people fairly without favoritism.
• Fulfils all obligations to gender sensitivity and zero tolerance for sexual harassment.
Functional competencies:
- Planning and organizing
- Communication
- Teamwork
Job Requirement
Education: Completion of secondary education. A university degree in Public Administration, Business Management, or a related field would be desirable, but is not a requirement
Experience:
5 years for secondary education completion and 3 years of relevant experience with a bachelor’s degree in administration or program support service is required.
Experience working as an Administrative Assistant is required.
Working knowledge of UN Administration regulations is an advantage.
Previous work experience in an emergency setting is an advantage.
Previous experience with NGOs/the United Nations is an advantage
Language and other skills:
Proficiency in written and oral English is required.
Computer skills: full command of Microsoft applications (word, excel, PowerPoint) and common internet applications will be required.
Experience in handling of web-based management systems
Duty Station: Addis Ababa
Deadline: February 18, 2024
How to Apply
Closing date: 18 February 2024
Interested applicants must submit their CVs, letter of motivation, and support.
Documents via the email address: ocha-eth-hr@un.org
Only shortlisted candidates will be contacted
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