DoA /FMS Office Assistant G4
Provide general office support services for smooth functioning.
This opening expired 1 month ago.
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Overview
Provide general office support services for smooth functioning.
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.
Contract
This is a Consultancy contract. More about Consultancy contracts.
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
9 Months
Duties and Responsibilities
This position is located at United Nations Economic Commission for Africa, Administration and Conference Manamgnet Section, in the Facilities Management Section. The office assistant reports to Chief of the section and to the Administrative Assistant. 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
Qualifications/special skills
High school completion is required. General office support/ secretarial service or related area 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.
Additional Information
Not available.
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.
Potential interview questions
| Can you describe a time when you assisted in maintaining a records management system? | The interviewer wants to understand your experience with managing records and ensuring compliance. | Detail a specific situation and your contributions to maintaining accurate records. |
| How do you ensure accuracy in your work assignments? | This question evaluates your attention to detail and commitment to quality work. | Pro members can see the explanation. |
| Describe how you handle incoming and outgoing correspondence. | Pro members can see the explanation. | Pro members can see the explanation. |
| What strategies do you use when operating office equipment? | Pro members can see the explanation. | Pro members can see the explanation. |
| Can you give an example of how you managed office supplies? | Pro members can see the explanation. | Pro members can see the explanation. |
| What steps do you take when faced with unclear work assignments? | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you balance multiple tasks in a busy office environment? | Pro members can see the explanation. | Pro members can see the explanation. |
| Tell us about a time when you had to coordinate activities with others. | Pro members can see the explanation. | Pro members can see the explanation. |
Added 1 month ago
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Updated 1 month ago
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Source:
careers.un.org
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