DoA /FMS Office Assistant

Admin

Overview

Provide efficient office support services and maintain effective records management.

You have:

• High school completion is required.
• Four years of work experience in general office support/secretarial service or related area is required.
• Fluency in oral and written English is required.
• Training in office management and related is an advantage.
• Fluency in French is an advantage as English and French are the working languages of the United Nations Secretariat.

Result of Service - Timely and accurate completion of work assignments, requesting assistance when work assignments are unclear. - Accurate maintenance of file/records, Establishment of effective working relationship with internal and external contractors at all levels.

Work Location Addis Ababa

Expected duration From April 2022 to March 2023, Three month work one month break approach

Duties and Responsibilities Back Ground

Facilities Management Section (FMS) is currently engaged in a great number of projects and activities of various degrees of complexity. The number of events taking place in UNECA is increasing, and thus requiring additional support from FMS. The increased demand by UNCC and the inclusion of NOF/Zambezi Building to the FMS management, demands additional human resources to satisfy different requests. The ongoing defects and liabilities and related works as well as the ongoing ancillary projects and site infrastructure improvements around the building and the east side of the compound needs to have additional works. The ancillary project components, which have to be integrated with main building include the ongoing construction/installation of external lightning, utility channels and the envisaged construction walkways and access roads, which are under procurement processes, requited dedicated office assistant to support other staff.

This position is located at United Nations Economic Commission for Africa, Division of Administration, in the Facilities Management Section. The Chief of the section and the Administrative Assistant.

RESPONSIBILITIES:

Provides efficient and effective support for office management activities and contribute to the ongoing development and implementation of improved systems and processes. Assists the integrity of document and records management systems in FMS.

May involve contact with other Sections within and outside the DOA. Contacts require courtesy and discretion; communications by telephone, personal discussion and correspondence, including email.

Regularly deals with confidential information; managerial and administrative actions; information managed requires the application of appropriate judgment, discretion and adherence to professional code of ethics

Within delegated authority, Office Assistant is responsible for the following duties but not limited to:- 1. Provide general office support services to ensure the smooth functioning of the Section; 2. Assists in providing an efficient and effective records management system that is in accordance with UN policy and legislative requirements for document management and retention; 3. Assists in providing support to ensure efficient quality processes and records; 4. Co-ordinates activities for the delivery and further development of records management functions; 5. Assist in sorting and distributing incoming and outgoing correspondence which are received in the form of emails, letters, memos; 6. Assist in the preparation of memos, letters, faxes, emails and forms; 7. Receive phone calls and visitors and refer them to the appropriate source or reply to queries when possible; 8. Photocopy a variety of documents and other materials for filing and distribution purpose; 9. Deliver memos, letters and urgent messages to different offices of the Commission, UN Agencies and other offices; 10. Collect documents, reference materials from different Divisions/Sections/Units and forward to the Staff Assistant of the Section; 11. Assist in maintaining chronological and subject files (in hard and soft copies) and in maintaining data base for the use of the Section; 12. Operate a variety of office equipment e.g. photocopier, facsimile, printer, scanner, tec. And inform the Staff Assistant when defaults arise for further appropriate action ; 13. Take inventory of stationary materials of the Section and advice the Staff Assistant to take further appropriate action; 14. Assist in the operation of FMS Help Desk by answering to and registering queries for repair and maintenance services and transmit requests to concerned staff for appropriate action; 15. Assist in receiving/registering incoming and outgoing correspondences; 16. Assist in managing ads posted on notice boards and receive request for posting ads following the prevailing rules; 17. Performs other duties as required

Education: High school completion is required.

Work Experience: Four years of work experience in general office support/ secretarial service or related area is required.

Languages: Fluency in oral and written English is required.

Qualifications/special skills Academic Qualifications: High School Diploma or equivalent is required. Training in office management and related is an advantage. Experience: Four or more years of work experience in Secretarial, filing , general office support and related experience is required. Language: English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required

No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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Added 4 years ago - Updated 1 year ago - Source: careers.un.org