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Job Summary

II. Organizational Context
This position is located within the Humanitarian Financing Unit (HFU) for the United Nations Office for the Coordination of Humanitarian Affairs (OCHA) in Ethiopia. The Ethiopia Humanitarian Fund (EHF) in Ethiopia was established in 2006. The EHF supports a coordinated approach in channeling resources to priority needs in humanitarian assistance. It aims to increase the effectiveness of the humanitarian response by ensuring a timely and needs-based allocation of available resources. The Fund is under the overall responsibility of the Humanitarian Coordinator (HC). Since its inception, the EHF has become the largest single source of funding of non-food humanitarian assistance in Ethiopia. UN Agencies and international and (imminently) national NGOs have access to the fund through a participatory and inclusive decision-making process, in which clusters play a crucial role. The HFU facilitates allocations and reporting requirements from the EHF and the Central Emergency Response Fund (CERF). The post is based in Addis Ababa.
Under the overall guidance and supervision of the Head of HFU, the Administrative Assistant provides administrative support to HFU to ensure professional and efficient office operations. In this role, the incumbent will ensure high quality, accuracy and accountability of the work performed. The Administrative Assistant promotes a client, quality, and results-oriented approach. The incumbent will also work in close collaboration with colleagues in various units and sub-offices of OCHA Ethiopia to ensure consistent and quality service delivery.

Summary of Key Functions:

Under the overall supervision of the OCHA Head of the Humanitarian Financing Unit (HFU), the Administrative Assistant is expected to perform the following tasks:

Provide administrative support to Humanitarian Financing Unit to ensure effective and professional office operations, focusing on the achievement of the following results:

• Provide administrative support to Head of Unit and HFU Staff, including scheduling, taking meeting minutes and managing information and messages for HFU staff members.
• Maintain/keep updated HFU’s Contact List (Donors, Partners, Advisory Board, etc.), including ad hoc and regular updates of mailing lists.
• Organize regular and ad-hoc meetings, missions, workshops, trainings; this will include logistics arrangements as well as preparation of agenda, presentations and minutes when requested.
• Prepare for remote meetings (Video Teleconference, Webex, Skype) in coordination with office IT personnel to support the team, when requested.
• Regular monitoring of incoming and outgoing correspondence, (regular management of HFU generic mailbox).
• Regular maintenance of a filing system (hard copy and electronic).
• Draft routine correspondence, notification e-mails, inter-office circulars, when requested.
• Ensure regular update of HFU team leave Matrix and the HFU team calendar.
• Assist the finance pillar in compiling an inventory of assets, a list of salaries, travel expenses, and operational costs for EHF partners. Additionally, facilitate the preparation of Grant Agreements and assist with audit-related tasks.
• Assist facilitating visa request in coordination with Admin Unit, and customs clearance for different import items.

Ensure the effectiveness of office management, focusing on achievement of the following results:

• In consultation with the Head of Unit, prepare the list of stationery and office/kitchen supplies on a need basis.
• Coordinate with Admin Unit to initiate the procurement of stationery & supplies, training materials, event/meeting logistics, on a need basis.
• Coordinate with Admin Unit to initiate the arrangements of the office space, on a need basis.

Ensure administrative and logistical services (travel administration and transportation arrangement), focusing on achievements of the following results:

• Arrangements for travel and hotel reservations, security clearances, online check-in, preparation of travel authorizations for the HFU team processing requests for visas, and other documents.
• Serve as a focal point for flight booking for international and domestic flights for HFU staff.
• Manage outsider visitor/meeting participants lists, ensure that ECA security office is informed about visitors in a timely manner to ensure appropriate access to the UNECA compound.
• Coordinate meeting room bookings, tracking schedule ensuring effective and proper utilization of the meeting room.
• Coordinate with Admin Unit/Logistics to ensure transportation support is provided to HFU staff when requested for official business.
• Perform other tasks assigned by the Head of HFU and Finance Officer.

IV. Impact of Results

The Office has determined that the function is essential to ensure efficient and professional office operations of HFU. The complex emergency – unprecedented inter-communal conflicts and displacement emergencies coupled with recurrent and severe drought in Ethiopia significantly increased the EHF pot, with new donors contributing to the Fund and elevated number of EHF partners. This further increased the administrative requirements of the Fund, including the administrative support needed by the Head of HFU and HFU staff.

Competencies

Corporate Competencies:

• Demonstrates commitment to UNOCHA’s mission, vision, values.
• Displays cultural, gender, religious, racial and nationality sensitivity, and adaptability.
• Treats all people fairly without favoritism.
• Fulfils all obligations to gender sensitivity and zero tolerance for sexual harassment.

Functional competencies:

• Planning and organizing
• Communication
• Teamwork

Job Requirement

Education: Completion of secondary education. A university degree in Public Administration, Business Management, or a related field would be desirable, but is not a requirement

Experience:

• 5 years for secondary education completion and 3 years of relevant experience with a bachelor’s degree in administration or program support service is required.
• Experience working as an Administrative Assistant is required.
• Working knowledge of UN Administration regulations is an advantage.
• Previous work experience in an emergency setting is an advantage.
• Previous experience with NGOs/the United Nations is an advantage

Language and other skills:

• Proficiency in written and oral English is required.
• Computer skills: full command of Microsoft applications (word, excel, PowerPoint) and common internet applications will be required.
• Experience in handling of web-based management systems