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Duty Station: Addis Ababa, Ethiopia
Title of Position: Executive Assistant to the Chief of Mission
Position’s Grade: G-5 (UN Salary Scale for General Service staffs)
Type of Appointment: SST, Six months with possibility of extension
General Functions: Under the direct supervision of the Chief of Mission (COM), the incumbent’s responsibility includes;
Executive Assistant Duties:
1. Manage all in-coming/outgoing correspondence. Draft/review outgoing mail and arrange despatch of the same.
2. Set appointments for the CoM and manage his diary. Keep the CoM informed of his daily schedule and review the same with him on a regular basis.
3. Receive/ handle the CoM’s phone calls (in-coming/out-going) as well as the CoMs visitors.
4. Manage the CoM’s travel arrangements in coordination with Ops. This includes flight booking, hotel booking, expense claims and following up to ensure, necessary visas, security clearances and inoculations are obtained.
5. Organize for the CoM’s meetings and take notes/minutes as/when required.
6. Coordinate and ensure all Quarterly Travel Plans and Leave plans for all officials and Head of Departments are handed in for approval by the CoM.
7. Coordinate and ensure all PDS interviews for staff reporting to the CoM are scheduled and undertaken. Ensure records of SES documents are kept in CoM office and HR accordingly.
8. Follow up with staff to ensure they provide the CoM with meeting/briefing notes and background documents ahead of his meetings as well as their TDY reports.
9. Coordinate all internal staff meetings by making monthly/weekly schedules as necessary sending out notices and follow up to ensure participation of the relevant staff. Assist in following up action points discussed at the meetings.
10. Keep track of all external and inter-agency meetings and coordinate IOM participation, by confirmation of person attending to the meetings organizers. Follow up to ensure person attending these meetings provides Notes for File.
11. Assist with organization of SLM Addis hospitality events such as working lunches, luncheons, cocktails, and dinners organized by the CoM in coordination with respective Departments.
Administrative Duties:
1. Coordinate with respective departments scheduled visits to SLM Addis including organizing conferences, meetings, trainings, and TOY missions, etc.
2. Make accommodation and transport arrangements for new staff joining the Mission.
3. Receive and process all incoming and outgoing courier pouches.
4. Assist in facilitation of Visa letters, Re-entry Passes, MFA cards, Dependants Permits, Airport Passes, UN Ground Pass and other documentation requested by staff members.
5. Manage and monitor all purchases for the C0M Office. Process all purchase requisitions and follow up with procurement to ensure timely delivery, and
6. Oversee general cleanliness and maintenance of the CoM office.
Any other duties as may be assigned by the Supervisor or his delegate.
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