DoA /FMS Office Assistant G4

Result of Service

• Timely and accurate completion of work assignments, requesting assistance when work assignments are unclear. • Accurate maintenance of file/records, Establishment of effective working relationship with internal and external contractors at all levels.

Work Location

Addis Ababa

Expected duration

9 Months

Duties and Responsibilities

This position is located at United Nations Economic Commission for Africa, Division of Administration, in the Facilities Management Section. The office assistant reports to Chief of the section and to the Administrative Assistant. Within delegated authority, Office Assistant is responsible for the following duties but not limited to:- 1. Provide general office support services to ensure the smooth functioning of the Section; 2. Assists in providing an efficient and effective records management system that is in accordance with UN policy and legislative requirements for document management and retention; 3. Assists in providing support to ensure efficient quality processes and records; 4. Co-ordinates activities for the delivery and further development of records management functions; 5. Assist in sorting and distributing incoming and outgoing correspondence which are received in the form of emails, letters, memos; 6. Assist in the preparation of memos, letters, faxes, emails and forms; 7. Receive phone calls and visitors and refer them to the appropriate source or reply to queries when possible; 8. Photocopy a variety of documents and other materials for filing and distribution purpose; 9. Deliver memos, letters and urgent messages to different offices of the Commission, UN Agencies and other offices; 10. Collect documents, reference materials from different Divisions/Sections/Units and forward to the Staff Assistant of the Section; 11. Assist in maintaining chronological and subject files (in hard and soft copies) and in maintaining data base for the use of the Section; 12. Operate a variety of office equipment e.g. photocopier, facsimile, printer, scanner, tec. And inform the Staff Assistant when defaults arise for further appropriate action ; 13. Take inventory of stationary materials of the Section and advice the Staff Assistant to take further appropriate action; 14. Assist in the operation of FMS Help Desk by answering to and registering queries for repair and maintenance services and transmit requests to concerned staff for appropriate action; 15. Assist in receiving/registering incoming and outgoing correspondences; 16. Assist in managing ads posted on notice boards and receive request for posting ads following the prevailing rules; 17. Performs other duties as required

Qualifications/special skills

High school completion is required. General office support/ secretarial service or related area Four years of work experience in general office support/ secretarial service or related area is required

Languages

Fluency in oral and written English is required.

Additional Information

Not available.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.