Individual Contractor-Administrative Assistant
Organizational Context
The United Nations Economic Commission for Africa (ECA) in Addis Ababa requires an Administrative Assistant to provide operational and administrative support for the day-to-day management and functioning of Africa Hall. This role contributes to the smooth delivery of meetings, events, and other operational requirements within the facility.
Job Purpose
The purpose of this role is to provide essential operational and administrative support for the effective management and functioning of Africa Hall. The Administrative Assistant will contribute to the seamless execution of meetings, events, visitor activities, and other operational needs. This involves coordinating with various ECA sections, service providers, and contractors to ensure all requirements are met. The role also includes maintaining operational schedules, monitoring issues, and supporting administrative processes such as requisitions and record management, all under the guidance of the Chief of Conference Planning & Coordination Services Unit and direct supervision of the Senior Marketing Assistant.
Responsibilities
The Administrative Assistant will support the daily coordination of Africa Hall's operational activities, including meetings, events, and visitor services. Responsibilities include assisting in the planning and follow-up of operational requirements with internal sections, external units, contractors, and service providers. The role involves maintaining operational schedules, trackers, and checklists, and monitoring operational issues, service requests, and pending actions, escalating any delays or problems to the supervisor. Coordination support for facilities, conference services, security, ICT, cleaning, maintenance, and visitor services is also required. Additionally, the assistant will help prepare and follow up on meetings, manage administrative processes like requisitions and procurement, and maintain organized electronic and physical records for Africa Hall operations.
Work Experience
A minimum of seven years of progressively responsible experience in administration, operations, facilities support, conference and events support, or programme support is required. Experience within the UN common system or another international organization is desirable, as is experience with administrative and financial processes like procurement, requisitions, invoice review, and record management.
Skills
Office administrative procedures, coordination, operational support, administrative processes (requisitions, procurement, record management), event support, facilities support, communication (English fluency).