Administrative Assistant

Job Posting Organization:
The United Nations Office to the African Union (UNOAU) was established in 2010 with the mission to enhance the partnership between the United Nations and the African Union, particularly in the areas of peace and security" style="border-bottom: 1px dotted #007bff !important;">security. UNOAU aims to provide coordinated and consistent advice to the African Union, focusing on both long-term capacity-building and short-term operational support. The organization is located in Addis Ababa, Ethiopia, and plays a crucial role in implementing the Joint UN-AU Framework for Enhanced Partnership in Peace and Security, which was signed on April 19, 201

• The UNOAU is dedicated to streamlining the UN presence in Ethiopia to ensure cost-effective and efficient delivery of assistance to the African Union. The office is staffed by a diverse group of professionals committed to the principles of the United Nations and operates in a collaborative environment to achieve its goals.

Job Overview:
The Administrative Assistant position at UNOAU is integral to the Administrative Support Section, where the incumbent will report to the Administrative Officer (AO). The role encompasses a wide range of administrative functions, including human resources management, budget and finance oversight, and general administrative duties. The Administrative Assistant will assist in various HR activities such as recruitment, performance appraisals, and staff training, ensuring compliance with UN regulations. Additionally, the role involves budget preparation, monitoring expenditures, and liaising with finance units to ensure proper allocation of resources. The Administrative Assistant will also handle correspondence, manage office supplies, and coordinate events, ensuring that the office operates smoothly and efficiently. This position requires a proactive approach to problem-solving and the ability to work collaboratively with various stakeholders within the organization.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a comprehensive set of duties, including but not limited to: assisting the Administrative Officer in human resources management tasks such as recruitment, placement, and performance appraisals; liaising with central administration for HR-related matters; maintaining vacancy announcement files; advising staff on visa and hotel arrangements; monitoring staffing tables; assisting in budget preparation and monitoring; reviewing requisitions for goods and services; drafting correspondence and reports; managing personnel leave plans; coordinating events and logistics; and providing guidance to office staff. The role also includes data collection and analysis, assisting in the preparation of presentations and reports, and ensuring compliance with UN policies and procedures. The Administrative Assistant must be adaptable and ready to take on additional responsibilities as required by the office.

Required Qualifications:
Candidates must possess a high school diploma as a minimum educational requirement. A first-level university degree can reduce the required work experience by two years. The position requires a minimum of five years of progressively responsible experience in administration, finance, budget, accounting, audit, human resources, or a related area. Experience in a front office capacity within a UN peacekeeping mission or similar international organization is essential. Proficiency in Microsoft applications, particularly MS Word and Excel, is required, along with experience using Enterprise Resource Planning (ERP) systems such as Umoja and Talent Management Systems like Inspira. Familiarity with budget preparation and monitoring, space allocation planning, and protocol services is desirable.

Educational Background:
The minimum educational requirement for this position is a high school diploma. Candidates with a first-level university degree will have a reduced experience requirement, making them more competitive for the role. The educational background should ideally include coursework or training relevant to administration, finance, or human resources, which will support the candidate's ability to perform the duties associated with the position effectively.

Experience:
The position requires a minimum of five years of progressively responsible experience in relevant fields such as administration, finance, budget, accounting, audit, or human resources. Candidates with a first-level university degree may qualify with three years of experience instead. Experience in a front office role within a UN peacekeeping mission or similar international organization is mandatory. Additionally, candidates should have experience with Microsoft applications, ERP systems, and budget preparation, as well as familiarity with protocol and visa services.

Languages:
Fluency in English, both spoken and written, is required for this position. Knowledge of French, as one of the UN working languages, is also beneficial and may enhance a candidate's application. Proficiency in additional languages can be an asset, particularly in a multicultural environment such as the United Nations.

Additional Notes:
This position is subject to local recruitment, meaning that candidates must be residents of Ethiopia or within commuting distance of the office. The appointment is for an initial period of one year, with the possibility of extension. The United Nations is committed to creating a diverse and inclusive work environment and encourages applications from women and underrepresented groups. The organization does not charge any fees during the recruitment process and is dedicated to ensuring the highest standards of efficiency, competence, and integrity in its hiring practices.