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Program Assistant to Office of the Minister

Addis Ababa

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Addis Ababa
  • Grade: Administrative support - LICA-4, Local Individual Contractors Agreement
  • Occupational Groups:
    • Administrative support
    • Project and Programme Management
  • Closing Date: Closed

Job categories Administration, Health, Project Management
Vacancy code VA/2024/B5333/27868
Department/office AFR, ETMCO, Ethiopia MCO
Duty station Addis Ababa, Ethiopia
Contract type Local ICA Support
Contract level LICA-4
Duration Ongoing Open-ended, subject to organizational requirements, availability of funds and satisfactory performance
Application period 01-Apr-2024 to 08-Apr-2024
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

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 Office of the Minister, including work plans, reports as well as 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.
  • Diploma or Bachelor 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 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.
This vacancy is now closed.
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