Administration Senior Assistant

Job Posting Organization:
The Horn of Africa Multi-country Office (HoAMCO) 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 Administration Senior Assistant will play a crucial role in supporting the Administration Officer in ensuring predictability, visibility, and accountability within the organization. This position involves strengthening UNOPS EMCO’s partnerships with various external stakeholders, including government agencies and UN agencies. The incumbent will handle protocol matters, which include staff registration, coordination with local authorities, visa issues, customs clearance, and more. The role requires the ability to analyze and interpret changes in rules and regulations and provide solutions to a variety of clients. The Administration Senior Assistant is also expected to plan weekly activities, report on daily accomplishments, and support various units under the guidance of the Support Services Manager, while working closely with government counterparts and ministries.

Duties and Responsibilities:
The Administration Senior Assistant will be responsible for providing efficient protocol support to the country office, maintaining effective liaison with government and other partners, and offering administrative services support. Key responsibilities include maintaining continuous contact with government ministries regarding protocol matters, developing relationships with government units to supply necessary information to UNOPS management, managing activities related to visa issuance for UNOPS personnel, facilitating residency and work permits, advising travelers on visa requirements, and supporting the program team with fund transfers. The incumbent will also manage vehicle registration, maintain a monitoring tool for protocol-related issues, and prepare relevant SOPs on protocol issues. Additionally, the role involves providing administrative support for key events organized by the Regional Office and promoting efficient cooperation among different sub-teams.

Required Qualifications:
Candidates must have a minimum of five years of relevant experience in general administration, preferably with interactions involving government authorities and ministries. Experience in processing legally binding agreements and customs clearance formalities is required, along with excellent computer skills. A valid driving license is desirable. The position requires fluency in English, and knowledge of another UN Official Language is an asset. Candidates should demonstrate competencies such as respect for diversity, collaboration, effective communication, and the ability to adapt to changing circumstances.

Educational Background:
Completion of secondary school is required. A first-level university degree (Bachelor’s or equivalent) in Business Administration, Public Administration, Law, International Relations, or a related field is an asset and may substitute for some required experience, though it is not mandatory.

Experience:
The position requires a minimum of five years of relevant experience in administration, with at least one year in processing and interpreting official documents related to government ministries. Experience in customs clearance and working in an international organization is advantageous.

Languages:
Fluency in written, reading, and spoken English is mandatory. Knowledge of another UN Official Language is considered an asset.

Additional Notes:
This is a local position open to Ethiopian Nationals only, under a Local Individual Contractual Agreement at the LICA-5 (ICS5) level. The contract duration is ongoing and open-ended, subject to organizational requirements and satisfactory performance. UNOPS emphasizes diversity and encourages applications from qualified women and underrepresented groups. Background checks are conducted for all potential personnel, and recruitment is contingent on the results of these checks. Candidates requiring assistance during the assessment process should inform the human resources team.