Ethiopia: Administrative Assistant/Senior Secretary (G-5) - Local Recruitment open for Ethiopian Nationals Only

VACANCY ANNOUNCEMENT ROAF-04-2014

The International Labour Organization (ILO) is devoted to advancing opportunities for women and men to obtain decent and productive work in conditions of freedom, equity, security and human dignity. Its main aims are to promote rights at work, encourage decent employment opportunities, enhance social protection and strengthen dialogue in handling work-related issues.

The ILO Regional Office for Africa in Addis Ababa is seeking to recruit a highly motivated and qualified candidate for the following position.

Administrative Assistant / Senior Secretary (GS-5)

DESCRIPTION OF DUTIES

Under the supervision of the Chief of Regional Administrative Services, the official will:

· Arrange appointments and receive visitors, place and screen telephone calls, and answer queries with discretion.

· Electronically process statements, reports, studies including statistical tables, etc. from manuscripts and other sources using a variety of software. Search databases in order to trace status and progress of cases of particular interest to the colleagues concerned and to request updated standard management reports and statistics. May be required to update websites.

· Provide administrative support for meetings and conferences. Attend meetings and take notes and draft minutes as required. Maintain the travel plan of colleagues in the Regional Office, make travel arrangements, monitor travel planned and undertaken and prepare related reports. Provide orientation and guidance on procedures to colleagues. Monitor staff movements and leave.

· Analyse, record, assign and monitor the distribution of mail, correspondence (often confidential), and documents as may be required. Send faxes, email, pouch and express mail. Recommend deadlines and follow-up dates, and coordinate responses. Follow up on the status of work in progress involving the preparation of correspondence and reports.

· Draft administrative correspondence in two languages. Review and correct correspondence, reports, documents prepared by other staff for format, spelling and grammar, before signature by management and professional colleagues. Provide informal translation of correspondence and brief documents into one language. Act as occasionally as informal interpreter.

· Create and maintain filing and reference systems, both manual and automated. Create background files on assigned subjects in consultation with professional staff, determine the nature of their needs and compile appropriate reference material.

· Assist in arranging programmes for incoming official missions; make appointments with ILO tripartite constituents, including logistical arrangements and secretarial assistance.

· Maintain up-to-date directories of constituents, ministers, government and other high level officials.

· Carry out operations required by colleagues in the Finance unit related to authorizing and effectuating expenditures, including making calculations, requesting funds and making different types of payments. Maintain and update related databases as required.

· Maintain tracking, monitoring and reporting systems regarding allocations and expenditure.

· Perform other duties as may be required.

QUALIFICATION AND EXPERIENCE

Education- successful completion of secondary or commercial school.

Experience- At least five years experience of which at least three years at a similar level.

Languages- Excellent command of English; Good working knowledge of French would be an advantage.

Required Competencies–Familiarity with common general administrative, human resources, finance and accounting processes and procedures; ability to search and retrieve information from central databases and compile reports; ability to work with standard office suite software such as Microsoft Office; proven drafting skills; ability to establish and maintain effective relationships at all levels with officials and colleagues from different cultures and backgrounds; ability to work accurately with administrative data.

DUTY STATION AND REMUNERATION

The position will be based in Addis-Ababa (ECA). The ILO offers a competitive remuneration package in accordance with the United Nations common system of salaries, allowances and benefits.

Application and CV must be submitted to the following address quoting job title and vacancy number. Photocopies of certificates must be enclosed.

Regional HR Unit

International Labour Office

PO Box 2788

Addis Ababa