Executive Associate

Administration
Ethiopia, Addis Ababa
April 4, 2025
Full Time
Urgent
Application ends: April 16, 2025
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Job Description

UNOPS HAMCO is recruiting for this position: Executive Associate based in Addis Ababa, Ethiopia. Established in 2009, the Horn of Africa Multi-country Office (HAMCO) currently operates an established Operations Centre in Addis Ababa, overseeing a portfolio of engagements across four countries in the Horn of Africa: Ethiopia, Djibouti, Sudan, and South Sudan. HAMCO focuses on providing services in Infrastructure, Procurement, Project Management, HR and Transactional Services, and Fund Management, across sectors such as Health, Education, Agriculture, and Resilient Infrastructure, among others. Our goal is to support countries in need, assist communities, and empower our partners by delivering on our mandate in infrastructure, procurement, and project management throughout the Horn of Africa.

The purpose of the position is to provide administrative and secretarial support to the Horn of Africa Multi-Country Office Director and Representative to the AU in managing daily tasks, calendar, contact lists, travel, communications and correspondence, administration, and overall coordination needs.

Duty station: Addis Ababa.

Reporting directly to the HAMCO Director and Representative to the AU, the Executive Associate will be responsible for the following duties:

1. Secretarial Support to the Ethiopia Multi-Country Office Director

  • Manages the HAMCO Director’s front office, including appointments and daily schedule; assists in following up on tasks and activities; 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 available for meetings and events as needed; makes arrangements for and receives visitors; liaises to address official requests and telephone calls concerning the work of the HAMCO Director.
  • Establishes and maintains contacts, liaising 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 the HAMCO Director, as well as the HAMCO Head of Programme and Head of Support Services, as relevant and required; assists the HAMCO 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 the HAMCO Head of Programme & Head of Support Services, as well as relevant HAMCO 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/templates.
  • Registers and reviews incoming correspondence such as messages addressed to the HAMCO Director; liaises with the HAMCO Director’s Office and relevant personnel on correspondence, as required; advises the HAMCO Director on scheduling based on requests and workload; corresponds with relevant organizations to invite or decline invitations as needed; brings important matters to the attention of the HAMCO Director or other relevant personnel; ensures the smooth flow of correspondence to and from the Office of the HAMCO Director.

Education/Experience/Language requirements

Education

  • Completion of secondary education is required.
  • Certification in administration or technical training in specialized secretarial and/or management/executive assistance is highly desirable.
  • A University Degree (Bachelor’s Degree or Master’s Degree) in Business, Public Administration, or related fields is desirable and may substitute for some of the required years of experience.

Experience

  • A minimum of six (6) years of progressively responsible experience, or less depending on academic qualifications, working in international organizations and providing administrative, secretarial, or clerical support, is required.
  • Experience working with the UN, diplomatic personnel, and international organizations is an added advantage.
  • Experience in the use of Google Suite applications is an asset.

Language

  • Fluency in reading, speaking, and writing English is required.
  • Knowledge of another UN official language is an asset.

Contract type, level and duration

  • Contract type: Local Individual Contractual Agreement
  • Contract level: LICA-6 (ICS6)
  • Contract duration: Ongoing Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Application period: 03-Apr-2025 to 16-Apr-2025.

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