, Addis Ababa
UNHCR
Vacancy Notice No.:  ETH/AA/UNOPS/VN/42/18 Grade: L-ICA 4 (Under UNOPS salary Scale)Type of Appointment: Individual Contractor Agreement (ICA)Number of Vacant Post: OneClosing Date: 21/06/2018Duration of Contract: 12 MonthsOrganizational Context: The Administrative Assistant will provide administrative assistance to the immediate Supervisor and/or the Advisor, Head of the Secretariat office to ensure that routine services and activities within the administrative domain are properly implemented. Subject to the nature of the task/assignment in hand. She/he will receive regular guidance from his/her supervisor. As per specific instructions, the incumbent may require liaising with internal or external entities, to ensure effective delivery of services and achievement of objectives. The nature of certain personnel/administrative tasks requires discretion and confidentiality as per UNHCR standard and practices. The incumbent’s workload and the assignments will remain under constant scrutiny and direction of the supervisor. The Administrative Assistant is a position within the new temporary Secretariat Office for Project 2019. The Secretariat is established by the African Union, with the support of UNHCR, to coordinate the implementation of all commemorative activities of the 50th Anniversary of the 1969 OAU Convention on Refugees and the 10th anniversary of the 2009 Kampala Convention.  Basic knowledge of administrative rules, procedures as well as operational standards of a UNHCR office is therefore required. Functional Statement: The Administrative Assistant is a position within an office/Division/Bureau that requires basic knowledge of administrative rules, procedures as well as operational standards of a UNHCR office. The nature of certain administrative/personnel functions require discretion and confidentiality. The most typical functions may include but not limited to: Maintain hard and electronic office files and records; classify and code material relating to a variety of topics;Search and retrieve office files, and reproduce documentation and background material for reference and action by the supervisor, as and when required;Arrange appointments and maintain supervisor’s calendar, receive visitors, place and screen telephone calls and answers queries with discretion; Arrange meetings, both internal and external, with various officials and interlocutors; as and when requested, attend meetings and take minutes and/or notes of the proceedings.Receive, register, route correspondence and office pouch. Maintain a follow up system.Draft routine correspondence, memoranda and reports. Format more complex documents by using the appropriate technology.Facilitate implementation of Personnel administrative formalities and processing of documents in relation to official travels, leaves and movements of staff. Support staff members with processing personnel-related documentation.Manage stocks of office supplies; monitor the asset management track to ensure all admin procurements and disposal of UNHCR property are done and recorded accurately.Assist the supervisor to monitor and record expenditure/disbursement of funds.Under the direction of the supervisor, make arrangements for seminars, workshops and training activities and maintain relevant schedules, materials and documentation.May regulate and monitor routine provision of services and/or shifts from providers, as and when applicable;Any other responsibilities/functions deemed necessary or as delegated by the Advisor, Head of the Secretariat office or senior manager in order to meet the level of the services in the organization.