Posted Dec 31

Assistant to the Head / Deputy Head of Office

Addis Ababa, Ethiopia Full Time

Assistant to the Head / Deputy Head of Office

Job Description:

Position Information
Job code title: Assistant to the Head / Deputy Head of Office
Proposed Grade: GS-5
Supervisor: National Humanitarian Affairs Officer/ Advisor to the Head of Office
Type of Contract: Fixed Term Appointment
Agency: UNOCHA
Duration: Initially for one year
Duty Station: Addis Ababa
Closing date for Application: 10 January 2017

II. Organizational Context
The key role of OCHA Ethiopia is to mobilize and coordinate effective and principled humanitarian action via advocacy actions which may include publications of information gathered by the Office. OCHA is responsible for monitoring relief needs and providing humanitarian support services to the UN Country Team (UNCT) reporting directly to the Humanitarian Coordinator and through the Resident Coordinator to the Heads of UN-Agencies.
OCHA works in support of the UN Humanitarian Coordinator to facilitate a coordinated, well-resourced and effective international relief response and the bridging of the transition from relief to recovery. Functionally, the work of OCHA breaks into four main areas: (1) coordination and operational support; (2) field monitoring and analysis; (3) information management and humanitarian reporting; and (4) research and evaluation.
This position is located in the United Nations Office for the Coordination of Humanitarian Affairs (OCHA) -- Office of the Head and Deputy Head.

Within limits of delegated authority, the incumbent, reporting to the National Humanitarian Affairs Officer/ Advisor to the Head of Office , will provide management and monitoring support by following up on a number of responsibilities for the Head and the Deputy Heads of Office. More specifically the incumbent will be responsible for the following duties:

Ill. Functions / Key Results Expected
Work In close collaboration With the Adviser to the Head and the Deputy Head of office in providing range of Office and Administrative support to the overall running of the Front Office, as follows:
Manage the daily calendar of the Head of Office and arrange meetings for the Deputy Head - by filtering all requests for meetings for their attention/approval
Prepare and maintain a yearly forecast calendar for missions of the Front Office
Focal point for tracking Invitations and receptions of the Head of Office and the Deputy Head of Office
Maintain telephone and email contacts for the front Office
Receive visitors for the Front Office and announce them at the security Gate
Ensure transportation is available for meetings outside the office for the front office staff
Receive and Log all incoming correspondence for the Head and Deputy Head’s signature and follow up distribution for staff
Work closely With the Admin office to perform the following:
Arrange all travels/Missions of Front Office (including visa's, Hotel reservations, Travel Claim and ad-hoc requests...etc)
Maintains time and attendance for the Front Office
Responsible for the maintenance of the Front office electronic filing system
Assist in following up on personnel matters of the Head and the Deputy Head — (Rent Subsidy, Education Grant, Resident IDs, Home leave..etc..)
Perform other duties as assigned
IV. Impact of Results
The Office has determined the necessity of these functions in order to contribute towards the efficient running of the front office activities.

Job Requirements:

V. Competencies and Critical Success Factors
Corporate Competencies:
Demonstrates commitment to the office's mission, vision and values.
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:
Knowledge Management and Learning
Shares knowledge and experience
Encourages office staff to share knowledge and contribute to UNDP Practice Areas
Develops basic knowledge of one or two Practice Areas
Promotes a learning environment in the office
Provides helpful feedback and advice to others in the office
Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
Ability to perform a variety of standard tasks related HR management, including screening, collecting and preparation of documentation, data input, creation of position, transactions tracking, filing, provision of information
Strong IT skills
Ability to provide input to business processes re-engineering, implementation of new system
Leadership and Self-Management
Focuses on result for the client
Consistently approaches work with energy and a positive, constructive attitude
Demonstrates strong oral and written communication skills
Remains calm, in control and good humored even under pressure
Demonstrates openness to change and ability to manage complexities
Responds positively to critical feedback and differing points of view Solicits feedback from staff about the impact of his/her own behavior

VI. Recruitment Qualifications
Education: Secondary education is required. University Degree in Business, Public Administration or any other related fields is desirable but not a requirement.
Language: Minimum five years of relevant work experience is required. Experience in the usage of computers and office software packages
Requirements: Fluency in English and language of the duty station is required

How To Apply:

Interested applicants should forward their applications (covering letter and CVs with copies of relevant documents (non-returnable) and the names of three (3) referees to:
UN-OCHA Ethiopia
Administration and Finance Section
P.O. Box: 60252
Addis Ababa
For electronic applications:
Only short listed candidates will be contacted

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