Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Ethiopia
Country: Ethiopia
Deadline Date:

Job Details

Job Posting Organization:
UNICEF, established in 1946, operates in over 190 countries and territories with a mission to save children's lives, defend their rights, and help them fulfill their potential. The organization is dedicated to promoting the rights of every child and offers diverse opportunities for personal and professional development. UNICEF prides itself on a culture that supports staff growth and provides an attractive compensation and benefits package. In Ethiopia, UNICEF serves over 15 million children and focuses on various programs including Child Protection, WASH, Health, Nutrition, Social Policy, and Education.

Job Overview:
The Administrative Assistant position at UNICEF Ethiopia involves supporting the management of administrative supplies, office equipment, and inventory updates. The role requires ensuring that services and maintenance of premises meet organizational standards, monitoring asset usage, and managing the procurement process for office supplies. The Administrative Assistant will facilitate communication and workflow within the organizational unit, manage correspondence, maintain the office calendar, arrange meetings, and support logistical arrangements for events. The position also involves reporting directly to the Senior Administrative and Finance Associate, ensuring efficient operations and timely outputs.

Duties and Responsibilities:

• Asset/Supplies/Equipment: Manage administrative supplies and office equipment, update inventory, ensure maintenance services meet standards, monitor asset usage, arrange purchases, and maintain equipment inventories.
• Procurement/Invoice Processing: Facilitate low-value purchase orders, maintain vendor lists, process payment invoices, and respond to client inquiries.
• Communications & Workflow: Enhance operational efficiency by managing correspondence and communicating relevant information.
• Calendar/Meetings/Correspondence Management: Maintain office calendar, arrange meetings, and take accurate minutes.
• Events/Logistics: Support logistical arrangements for events, liaise with participants, and manage meeting agendas.
• Reporting: Report directly to the Senior Administrative and Finance Associate.

Required Qualifications:
Minimum requirements include completion of secondary education, preferably supplemented by technical or university courses related to the field. A minimum of five years of relevant administrative or clerical work experience is required. A first-level university degree in a related field may substitute for two years of experience, while an advanced degree can substitute for the required work experience. Skills in MS Word, Excel, and PowerPoint, along with knowledge of integrated management information systems, are essential. Candidates should demonstrate patience, confidentiality, initiative, and good judgment.

Educational Background:
Completion of secondary education is required, with preference for technical or university courses related to the field of work. A first-level university degree (Bachelor's) in a related field will be considered in lieu of two years of required work experience. An advanced university degree (Master’s) in a related field with no experience will also be considered.

Experience:
A minimum of five years of relevant administrative or clerical work experience is required. Candidates with a first-level university degree may have two years of experience waived, while those with an advanced degree may not need any experience.

Languages:
Fluency in English is required. Knowledge of another official UN language (French, Spanish, Arabic, or Russian), as well as Oromiffa and Amharic as local languages, is considered an asset.

Additional Notes:
The position is full-time and may involve working in a challenging environment due to the humanitarian context in Ethiopia. UNICEF emphasizes diversity and inclusion in its workforce and encourages eligible female candidates and persons with disabilities to apply. The organization has a zero-tolerance policy on misconduct and is committed to safeguarding children. Background checks will be conducted, and candidates must meet medical clearance and inoculation requirements. UNICEF does not charge any processing fees during the recruitment process.