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Executive Associate

Addis Ababa

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Addis Ababa
  • Grade: Administrative support - LICA-6, Local Individual Contractors Agreement
  • Occupational Groups:
    • Administrative support
    • Administration
  • Closing Date: Closed

Background Information - Job-specific

Established in 2009, UNOPS Ethiopia Office has been providing services to various partners, including the government of Ethiopia, UN agencies such as WHO, UNHCR and WFP, and other international organizations. In 2014, the UNOPS Executive Director decided to establish the UNOPS Ethiopia Operational Hub (ETOH), which manages and coordinates the UNOPS activities in Ethiopia, as well as Sudan and Djibouti.

UNOPS ETOH activities range from tailor-made administration, operations, human resources and logistics support for implementation of development and humanitarian projects; infrastructure and procurement management services; and advisory services on effective procurement, supply and financial management.

UNOPS ETOH Director oversees and manages the work of UNOPS ETOH, as well as performing as the UNOPS Representative to the African Union. In performing these duties, ETOH Director requires a high volume of administrative and secretarial support, which the Executive Assistant is expected to provide.

Functional Responsibilities

  • Manages the ETOH Director’s front office, including appointments and daily schedule; assists in following up with tasks and activities, and maintains an up-to-date schedule of appointments and activities including UN Country Team, UN Liaison Team and Security Management Team meetings; ensures relevant background documentation and talking points are made available for meetings and events as required; makes arrangements for and receives visitors; liaises to address official requests and telephone calls concerning the work of the ETOH Director;
  • The Executive Assistant is required to work closely with all units within UNOPS ETOH, including personnel in Sudan and Djibouti, to follow up on a wide range of issues relating to the functioning of the front office of the ETOH Director;
  • Establishes and maintains contacts, and liaises by telephone and/or email, with representatives and officials from partners, permanent missions; government ministries, international organizations, and research and academic institutions, as required;
  • Drafts, formats, registers and dispatches official correspondence for the review of ETOH Director, as well as ETOH Head of Programme and Head of Support Services, as relevant and required; assists ETOH Director with timely review, approval and signing of correspondence and administrative documents; follows up and reports on the status of correspondence and required actions;
  • Seeks advice from ETOH Head of Programme & Head of Support Services, as well as relevant ETOH Heads of Office to ensure that correspondence and other official and administrative documents are in line with UNOPS corporate rules, practices, work plans, and standards and templates;
  • Registers and reviews incoming correspondence such as messages addressed to the ETOH Director; liaises with ETOH Director’s Office and relevant personnel on correspondence, as required; advises ETOH Director on scheduling based on requests and work load; corresponds with relevant organizations to invite or decline invitations as needed; draws the attention of the ETOH Director or other relevant personnel as appropriate to matters arising; and generally ensures the smooth flow of correspondence to and from the Office of the ETOH Director;
  • Makes all necessary travel arrangements for the ETOH Director, liaising with hosts and counterparts, and in coordination with the Travel Unit, for visa formalities, hotel reservations and issuance of air tickets; handles programme of visits and ensures that all concerned are informed of the ETOH Director’s visit and scheduled activities; coordinates preparation of background documents for meetings and conferences (local and abroad), as well as briefing notes for consultations and visits; helps provide appreciation letters to partners for mission related support;
  • Assists with organization of internal ETOH management meetings, including ETOH Director’s Office meetings, and UNOPS Ethiopia Office management and personnel meetings;
  • Under leadership of ETOH Director and Head of Support Services, supports organization of missions from UNOPS headquarters and regional office, as well as other relevant partners and officials, including scheduling of relevant meetings, preparation of relevant background documents, and logistics arrangements such as hotel reservations and transport;
  • Assists the ETOH Director with preparation of UNOPS promotional material, greeting and event invitation cards, and presentations to partners, Regional Office and headquarters, as needed; collates and helps finalize reports by ETOH, and responses to relevant corporate or partner reports and presentations;
  • Extend the same administrative, secretarial and coordination support to the ETOH Officer in Charge during absence of ETOH Director; Maintains and updates the electronic and paper file archive of the ETOH Director’s front office;
  • Handles all sensitive issues, staff matters and confidential information considered by the ETOH Director with utmost discretion;
  • Monitors attendance, sick leave and annual leave of staff reporting to the ETOH Director;

Performs other duties as assigned by the ETOH Director. 

Education/Experience/Language requirements

 Education

  • Secondary education required; 
  • Certification in administration desirable or technical training in specialized secretarial and/or management/executive assistance training is highly desirable;
  • University Degree in Business or Public Administration, or related fields is desirable.

Work Experience

  • At least 5-7 years of progressively responsible experience working admin support and secretariat/clerical areas in international organizations. Experience working with the UN, diplomatic personnel, and international organization is an added advantage
  • Language Requirements:  Fluency in oral and written in English is required.
  • French is desired.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.
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 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.

Functional competencies

Professionalism - thorough knowledge of and application of relevant operational, administrative and protocol practices to ensure adherence to relevant guidelines and procedures and overall quality of outputs; proven tact and discretion in dealing with highly confidential and sensitive matters; demonstrated initiative and ability to apply good judgment in the context of assignments given; ability to oversee and provide guidance to office support staff

Planning and Organizing - ability to manage and plan own work and meet deadlines.

Technological Awareness - very good computer skills; full proficiency in using advance functions on UN’s standard computer applications, e.g. MS Outlook, word processing, spreadsheets, Internet and other software applications.

Communication - strong communication (oral and written) skills in English, ability to draft correspondence on a range of topics and ensure quality of documents requiring Director’s approval and/or signature.

Teamwork - very good interpersonal skills; ability to establish and maintain effective working relations with people of different national and cultural backgrounds with sensitivity and respect for diversity.

Integrity - Demonstrated behaviour of professional and personal ethics, transparency, confidentiality and openness.

Contract type, level and duration

This is  a local position and therefore it is open to only Nationals of Ethiopia
Contract type:Local Indivdual Contract Agreement 
Contract level:LICA6
Contract duration:One year with possibility of extension ( Subject to satisfactory performance and funds availability)




For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

Background Information - UNOPS

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 means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale. 

Additional Considerations

  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

This vacancy is now closed.
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