Result of Service- Provision of effective and efficient service wit the high integrity and proper client orientation - Ability to manage, prioritize multiple assignments, ability to work under pressure and adjust to a diverse working environment and also to listen and take accurate notes based on verbal information

Work Location Addis Ababa

Expected duration Six (6) months

Duties and Responsibilities Under the general guidance of the Chief of Publications and Conference Management Section (PCMS), and the direct supervision of the Chie of Travel, Transport and Visa Services Unit (TTVSU), the Individual Contractors shall perform the following specific duties:

Performs a wide range of office support and administrative functions.
Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
Monitors processes and schedules related the unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
Generates a variety of standard statistical and other reports, work orders, etc., using various databases.
Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling.
Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.
Assists in the preparation of presentation materials using appropriate technology/software.
Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
Performs data entry and extraction functions.
Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.
Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).
Maintains files (both paper and electronic) and databases for work unit.
Assists in providing software and office equipment support.
Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.
Performs other duties as assigned.

Qualifications/special skills Academic Qualifications: High school diploma. Experience: A minimum of four (4) years of experience in general office support or related area is desirable. Language: English and French are the working languages of the United Nations Secretariat. Fluency in written and spoken English with good communication skill 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.

Apply now

Potential interview questions

Can you describe a time when you had to manage several assignments at once?	The interviewer wants to understand your ability to multitask and prioritize effectively.	Provide a clear example, focusing on how you organized your time and completed the tasks successfully.
How do you ensure accuracy when proofreading documents?	Accuracy is important in administrative roles; this question assesses your attention to detail.	Pro members can see the explanation.
Describe your experience with data entry tasks.	Pro members can see the explanation.	Pro members can see the explanation.
Explain a situation where you provided support for a meeting or event.	Pro members can see the explanation.	Pro members can see the explanation.
How do you adapt to a diverse working environment?	Pro members can see the explanation.	Pro members can see the explanation.