African Union Administrative Assistant - Multilateral Environment Agreements (MEAs) Jobs in Ethiopia

African Union Administrative Assistant - Multilateral Environment Agreements (MEAs) Jobs in Ethiopia

Purpose of Job

Performs the administrative operation of the Project to ensure delivery of results within proposed budget and timeframe.

Main Functions

  • Provides timely administrative support to the MEAs Project

  • Assists in activity planning as required

  • Prepares operational work schedules and follow up implementation

  • Coordinates and/or engage in logistical work, particularly preparations needed for organization of meetings

  • Assists in the creation, improvement and maintenance of operational processes and systems

  • Prepares office communication and draft reports.

  • Handles communication at operational level and provide update; is in charge of dispatch of documents

  • Assists in the compilation and maintenance of data and information for preparation, implementation and monitoring of budgets: and activities.

    Specific Responsibilities

  • Analyses and maintains an overview of the Project’s work to ensure that timely administrative support is provided in general and specialized areas;

  • Provides support in the organization of meetings including coordination of invitations, confirmations, ticketing and accommodation for multiple participants for the Project Office

  • Provides support for the up-keep of the Project Coordinator’s Diary, as required

  • Lliaise effectively with internal and external stakeholders on administrative matters of the Project (this includes in relation to facilities (office space and equipment), security and protocol items (security/ID badges and passports) with assistance from other support staff (ie Secretaries, Clerks and Mail Runners);

  • Liaises with the HR Management, Operations Support Services, Finance and Conference Management & Publication Directorates to provide first hand support in areas such as, but not limited to, procurement and travel management; leave management, performance management, contract management, budget management; interpretation, translation and venue arrangement issues respectively

  • Participates in the preparation, implementation and monitoring of budgets and liaise with the Finance Directorate on budgetary matters on behalf of the Project as required.

  • Ensures the timely sourcing and ordering stationery and office equipment for the Project.

  • Compiles information on staff official missions, various official trips and leave schedules for better information on staff presence and allocation of tasks.

  • Ensures the collection and maintenance of a database of special files. Create, update and maintain special files (of confidential nature or for closer access and use) through an organised filing system and maintains a records system for tracking purposes.

  • Ensures confidentiality of information and management records;

  • Prepare correspondences (outgoing memos and letters to internal and external recipients), executive summary, reports, briefing papers, power point presentations and other documents as required;

  • Assists in preparation, quality control and compilation of Finance and
    Human Resources related documents.

  • Monitors meeting and correspondences outcomes and decisions and provide support in following up on their implementation; prepare update report for the Project Coordinator’s reference as need be.

  • Prepares and participate in various departmental meetings and prepare minutes and/or notes for review and endorsement by participants. Maintain files of minutes.

  • Provides communications support and assistance to ensure timely responses to inquiries, email and correspondences.

  • Performs all other administrative duties for the MEAs Project, as required

    Academic Requirements and Relevant Experience

  • Diploma in Office Management, Business Management/Administration or any related field from a recognized educational institution with 3 years of relevant work experience in administrative and/or secretarial work.

  • Bachelor’s Degree in Office Management, Business Management, Business Administration or any related field from a recognized educational institution with 2 years of relevant work experience in administrative and/or secretarial work.

  • Additional academic qualification in the area of Environmental Management, Biodiversity, Law, or Project Management is an added advantage.

  • Experience in providing administrative support in a projects/programme setting will be an added advantage.

  • Experience in Office Management is mandatory

  • Experience in planning and coordination of meetings with various stakeholders

  • Work experience in SAP is an added advantage

    Required Skills

  • Excellent interpersonal skills

  • Sound planning and organizational skills

  • Effective communication ability (both verbal and written); sound drafting skills

  • Ability to work in a multi-cultural environment

  • Ability to give attention to details and to work effectively under pressure;

  • Ability to organize and present data neatly and in an understandable and useful manner
    Proficiency in Microsoft Office (MS-Word, MS-Excel, MS-Power Point)

  • Proficiency in one of the AU working languages, fluency in another AU language is an added advantage

    Leadership Competencies

  • Developing Others

  • Flexibility

  • Risk Awareness and Compliance

    Core Competencies

  • Teamwork and Collaboration;

  • Accountability awareness and Compliance

  • Learning Orientation

  • Communicating Clearly;

    Functional Competencies

  • Trouble shooting;

  • Job Knowledge and information sharing

  • Task Focused

  • Continuous Improvement Awareness

    How to Apply

    For more information and job application details, see; African Union Administrative Assistant - Multilateral Environment Agreements (MEAs) Jobs in Ethiopia

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