Executive Associate

Job Posting Organization:
The Horn of Africa Multi-country Office (HAMCO) was established in 2009 and operates an established Operations Centre in Addis Ababa, Ethiopia. It oversees a portfolio of engagements across four countries in the Horn of Africa: Ethiopia, Djibouti, Sudan, and South Sudan. The organization focuses on providing services in various sectors including Infrastructure, Procurement, Project Management, HR and Transactional Services, and Fund Management, with a mission to support countries in need, assist communities, and empower partners by delivering on its mandate in these areas.

Job Overview:
The Executive Associate position is designed to provide comprehensive administrative and secretarial support to the Horn of Africa Multi-Country Office Director and Representative to the African Union (AU). The role involves managing daily tasks, calendars, contact lists, travel arrangements, communications, and overall coordination needs. The Executive Associate will report directly to the HAMCO Director and will play a crucial role in ensuring the smooth operation of the office by handling various administrative functions and supporting the Director in their responsibilities. This position is vital for maintaining effective communication and organization within the office and with external partners.

Duties and Responsibilities:
The Executive Associate will be responsible for a wide range of duties including managing the Director's front office, scheduling appointments, maintaining an up-to-date calendar, and ensuring that all necessary documentation is prepared for meetings. They will draft and dispatch official correspondence, liaise with various stakeholders, and assist in organizing internal management meetings. The role also includes handling sensitive information with discretion, monitoring staff attendance, and providing administrative support to the HAMCO Officer in Charge during the Director's absence. Additionally, the Executive Associate will coordinate travel arrangements, prepare promotional materials, and assist in the organization of missions from UNOPS headquarters and regional offices.

Required Qualifications:
Candidates must possess a minimum of six years of progressively responsible experience in administrative, secretarial, or clerical support roles, preferably within international organizations. Experience working with the UN or diplomatic personnel is highly advantageous. Proficiency in Google Suite applications is considered an asset. Candidates should demonstrate strong organizational skills, attention to detail, and the ability to handle multiple tasks efficiently.

Educational Background:
Completion of secondary education is required, with certification in administration or technical training in specialized secretarial and/or management/executive assistance being highly desirable. A Bachelor's or Master's Degree in Business, Public Administration, or related fields is preferred and may substitute for some of the required years of experience.

Experience:
The position requires a minimum of six years of relevant experience, although this may be reduced based on academic qualifications. Experience in international organizations, particularly with the UN, is a significant advantage. Familiarity with administrative processes and the ability to work in a fast-paced environment are essential.

Languages:
Fluency in English, both written and spoken, is mandatory. Knowledge of another UN official language is considered an asset and may enhance a candidate's profile.

Additional Notes:
This is a local position open only to Ethiopian Nationals. The contract type is a Local Individual Contractual Agreement at the LICA-6 (ICS6) level, with an ongoing open-ended duration subject to organizational requirements, availability of funds, and satisfactory performance. UNOPS emphasizes diversity and encourages applications from qualified women and candidates from underrepresented groups. The organization also conducts background checks on all potential personnel, and recruitment is contingent on the results of these checks. Candidates should be aware that they may need to complete mandatory courses before starting their role, and these courses are not compensated.