Executive Associate

Established in 2009, UNOPS Ethiopia Office has been providing services to various partners, including the government of Ethiopia, UN agencies such as WHO, UNHCR and WFP, and other international organizations. In 2014, the UNOPS Executive Director decided to establish the UNOPS Ethiopia Operational Hub (ETOH), which manages and coordinates the UNOPS activities in Ethiopia, as well as Sudan and Djibouti.

UNOPS ETOH activities range from tailor-made administration, operations, human resources and logistics support for implementation of development and humanitarian projects; infrastructure and procurement management services; and advisory services on effective procurement, supply and financial management.

UNOPS ETOH Director oversees and manages the work of UNOPS ETOH, as well as performing as the UNOPS Representative to the African Union. In performing these duties, ETOH Director requires a high volume of administrative and secretarial support, which the Executive Assistant is expected to provide.

• Manages the ETOH Director’s front office, including appointments and daily schedule; assists in following up with tasks and activities, and maintains an up-to-date schedule of appointments and activities including UN Country Team, UN Liaison Team and Security Management Team meetings; ensures relevant background documentation and talking points are made available for meetings and events as required; makes arrangements for and receives visitors; liaises to address official requests and telephone calls concerning the work of the ETOH Director;
• The Executive Assistant is required to work closely with all units within UNOPS ETOH, including personnel in Sudan and Djibouti, to follow up on a wide range of issues relating to the functioning of the front office of the ETOH Director;
• Establishes and maintains contacts, and liaises by telephone and/or email, with representatives and officials from partners, permanent missions; government ministries, international organizations, and research and academic institutions, as required;
• Drafts, formats, registers and dispatches official correspondence for the review of ETOH Director, as well as ETOH Head of Programme and Head of Support Services, as relevant and required; assists ETOH Director with timely review, approval and signing of correspondence and administrative documents; follows up and reports on the status of correspondence and required actions;
• Seeks advice from ETOH Head of Programme & Head of Support Services, as well as relevant ETOH Heads of Office to ensure that correspondence and other official and administrative documents are in line with UNOPS corporate rules, practices, work plans, and standards and templates;
• Registers and reviews incoming correspondence such as messages addressed to the ETOH Director; liaises with ETOH Director’s Office and relevant personnel on correspondence, as required; advises ETOH Director on scheduling based on requests and work load; corresponds with relevant organizations to invite or decline invitations as needed; draws the attention of the ETOH Director or other relevant personnel as appropriate to matters arising; and generally ensures the smooth flow of correspondence to and from the Office of the ETOH Director;
• Makes all necessary travel arrangements for the ETOH Director, liaising with hosts and counterparts, and in coordination with the Travel Unit, for visa formalities, hotel reservations and issuance of air tickets; handles programme of visits and ensures that all concerned are informed of the ETOH Director’s visit and scheduled activities; coordinates preparation of background documents for meetings and conferences (local and abroad), as well as briefing notes for consultations and visits; helps provide appreciation letters to partners for mission related support;
• Assists with organization of internal ETOH management meetings, including ETOH Director’s Office meetings, and UNOPS Ethiopia Office management and personnel meetings;
• Under leadership of ETOH Director and Head of Support Services, supports organization of missions from UNOPS headquarters and regional office, as well as other relevant partners and officials, including scheduling of relevant meetings, preparation of relevant background documents, and logistics arrangements such as hotel reservations and transport;

• Assists the ETOH Director with preparation of UNOPS promotional material, greeting and event invitation cards, and presentations to partners, Regional Office and headquarters, as needed; collates and helps finalize reports by ETOH, and responses to relevant corporate or partner reports and presentations;

• Extend the same administrative, secretarial and coordination support to the ETOH Officer in Charge during absence of ETOH Director; Maintains and updates the electronic and paper file archive of the ETOH Director’s front office;

• Handles all sensitive issues, staff matters and confidential information considered by the ETOH Director with utmost discretion;
• Monitors attendance, sick leave and annual leave of staff reporting to the ETOH Director;

Performs other duties as assigned by the ETOH Director. 

 Education

• Secondary education required; 
• Certification in administration desirable or technical training in specialized secretarial and/or management/executive assistance training is highly desirable;
• University Degree in Business or Public Administration, or related fields is desirable.

Work Experience

• At least 5-7 years of progressively responsible experience working admin support and secretariat/clerical areas in international organizations. Experience working with the UN, diplomatic personnel, and international organization is an added advantage
• Language Requirements:  Fluency in oral and written in English is required.
• French is desired.

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale. 

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.