, Addis Ababa
UNHCR
Vacancy Notice No.:  ETH/AA/UNOPS/VN/43/18 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 the contract: 12 MonthsOrganizational Context: The Secretary provide secretarial and administrative support to the immediate Supervisor and/or Head of the Secretariat office as a whole. The incumbent receives regular guidance from her/his 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 assignment are mostly standard tasks including limited interpretation of subject matter and information exchange between staff in the office, at the duty station and external office of other institutions to ensure mutual understanding. The Secretary is a position within the new Secretariat Office for Project 2019. The AU year for Refugees, Returnees and IDPs; in Commemoration of the 50th Anniversary of the 1969 OAU convention on Refugees and the 10th anniversary of the 2009 Kampala. 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. Accountability: The UNHCR Office has sufficient secretarial and administrative support thus better able to meet its objectives. Responsibility: Prepare correspondence for signature, checking enclosures and addresses, and draft correspondence on routine matters.Arrange appointments/meetings both internal and external, some involving high ranking officials.Receive visitors, place and screen telephone calls, respond to routine requests for information and take notes at meetings as and when required.Type a wide variety of material from drafts and printed texts using a word processor. Proof-read for correctness and maintain office records and reference files on various subjects.Assist in making travel arrangements.Receive, review, sort and distribute all incoming and outgoing material, highlight priority items and attach necessary background information.May be required to maintain/update confidential files.Perform other relevant duties as required Authority: Access the relevant information and records which may be sensitive and confidential. Prioritize tasks in consultation with the supervisor and organise work independently.