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Admin. Assistant (2)

Addis Ababa (Ethiopia)

Background

In 2013 a Memorandum of Understanding (MoU) has been signed between UN-Habitat and the Ministry of Urban Development and Housing (MUDHo) to support the implementation of the Ethiopian Cities Prosperity Initiative (ECPI).

While providing its support to sustainable urban development in Ethiopia, UN-Habitat has developed a guiding document called UN-Habitat Country programme for Ethiopia (2016-2020). Building on the global frameworks such as SDG 11, the New Urban Agenda and Ethiopia’s Growth and Transformation Plan (GTP II), the country programme is organized around four pillars:  Urban Regional Planning, Urban Resilience, Housing and Urban Basic Services, Urban Monitoring and Research Advocacy. It also considers cross cutting issues such as Awareness Raising - Participatory Approach Capacity Development - Technical Advice - Policy Support

Up on the expiration of the previous agreement signed on 2013, UN-Habitat and Ministry of Urban Development and Housing have signed a new MoU in February 2018 with new collaboration areas, UN-Habitat Country programme being part of the agreement document.

Recently, based on its country programme document, UN-Habitat has development several projects and is preparing to implement them.  These projects include:

  1. A Support to the UN-Habitat Country Programme; with an objective to support selected cities of Ethiopia (Addis Ababa, Adama, Dire Dawa, Hawassa and Mekele) and some regions (Amhara, SNNP and Tigray) in being better planned, more economically productive and sustainable, socially inclusive and environmentally resilient, taking maximum advantage of the on-going development of industrial parks;
  2. Urban Solid Waste Management (SWM), which focuses on improving the SWM situation in two cities of Ethiopia (Addis Ababa and Bahir Dar) through the implementation of the Fukuoka Method of SWM
  3. Support to the Sustainable Development of the Hawassa City Cluster; with the specific objective to provide on-the-job technical assistance, progressively build the required capacity of the Hawassa City Government and strengthen the coordination with the HIP, IDPC, the regional government and other concerned stakeholders to cope with the urbanisation impacts of the industrial park, with focus on spatial/urban planning, waste management and housing, at the city cluster scale

Successful implementation of these projects which form part of the Country Programme require the recruitment of an additional experts, programme management being among the areas which require increased staffing. 

Duties and Responsibilities

Summary of Principal Functions

Under the direct supervision of the UN-Habitat Ethiopia Country Programme Manager, the Administrative Assistant provides administrative support services to the UN-Habitat Ethiopia Country Programme.

Major duties and responsibilities:

  1. Provides effective support to management of the programme focusing on the achievement of the following results:
    • Provision of information for formulation of work plans, budgets, proposals on programme implementation;
    • Preparation of information for dissemination
    • Follow up to deadlines, commitments made, actions taken and follow-up of collection and submission of reports
  1. Provides administrative support to programme and the Country Office focusing on achievement of the following results:
    • Support to organization of procurement processes (acting as Certified Procurement Officer)
    • Arrangements of travel and hotel reservations, preparation of travel authorization
    • Coordination/administration of office transport arrangements/schedules
    • Administrative support to workshops and meetings
    • Facilitation of office communications on administrative issues and follow-up
    • Maintenance of files/records relevant to office and equipment maintenance, and human resource management
    • Representing the office in relevant Operations Management Team sub-groups and other relevant coordination fora

     3. Provides backstopping support to financial management vis-a-vis the following responsibilities:

  • Maintenance of records on asset management, preparation of reports
  • Preparation of quarterly financial reports, financial and/or budget revisions
  • Act as custodian of office petty cash

Competencies

  1. Corporate Competencies:
    1. Demonstrates integrity by modeling the UN’s values and ethical standards.
    2. Demonstrates commitment to UN mission, vision and values.
    3. Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
    4. Treats all people fairly without favoritism.
  1. Functional Competencies:
    1. Knowledge Management and Learning
    2. Shares knowledge and experience
    3. Provides helpful feedback and advice to others in the office
  1. Development and Operational Effectiveness:
    1. Demonstrates excellent knowledge of driving rules and regulations and skills in minor vehicle repair
    2. Demonstrates excellent knowledge of protocol
    3. Demonstrates excellent knowledge of security issues
    4. Possesses an ability to perform high-quality work unsupervised, to exercise his/her own initiative, and to produce high-quality outputs in a timely manner while understanding and anticipating evolving needs.
    5. To liaise with colleagues and external stakeholders in a polite and efficient manner
    6. Demonstrates openness to change and ability to manage complexities.
  1. Leadership and Self-Management:
    1. Focuses on result for the client
    2. Consistently approaches work with energy and a positive, constructive attitude
    3. Remains calm, in control and good humored even under pressure
    4. Responds positively to critical feedback and differing points of views

Required Skills and Experience

Education and Experience:

  • First Degree in Business Administration, Accounting, Management or related field
  • At least 3 years of relevant programme/administrative support experience
  • Experience in the usage of computers and office software packages, including spreadsheet and database packages

Interpersonal Skill Requirements

  • Must be able to organize, set priorities, multi-task, take initiative and exercise sound independent judgment within areas of responsibility.

Language requirements:

  • Fluency in Amharic, advanced working knowledge of English.

Disclaimer

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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  • Organization: UNDP - United Nations Development Programme
  • Location: Addis Ababa (Ethiopia)
  • Grade: SB-3, Service Contract, Local Contractors Agreement - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2018-09-08

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