Administration Assistant-UNOPS

Administration
Ethiopia, Addis Ababa
August 26, 2025
Permanent Full Time
Urgent
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Job Description

Together, we build the future UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian, and development projects around the world. Our mission is to help people build better lives and countries achieve peace and sustainable development. We are proud of our people. The UNOPS family brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf of our partners. Spread across 80 countries, our workforce is rich in diversity and culture – with inclusion at its core. We understand the importance of balancing professional and personal demands and offer several flexible working options. Explore what we offer: https://bit.ly/3fpqivR

Duty station: Addis Ababa, Ethiopia, Ethiopia.

 

The Administrative Assistant will report to the Administration Officer and be responsible for the tasks and responsibilities listed below.

 

Ensures maintenance of registry/filing system, focusing on achievement of the following results:

 

  • Maintenance of the office filing system.
  • Opening of new subject files as required and disposal of old files in accordance with the established retention schedule.
  • Maintenance of archives, ensuring files are properly stored and accessible; safekeeping of documents.
  • Photocopying of materials from confidential registry files, as requested by staff.
  • Assisting in the collection of reference and background materials from registry files.
  • Maintenance of records system of file movements within the office; maintenance of office circulation and reading files.
  • Preparation of correspondence and reports related to registry activities.
  • Participation in the creation and maintenance of an electronic registry/archive system, in close cooperation with ICT staff.

 

Ensures provision of effective mail management, focusing on achievement of the following results:

 

  • Receipt, registration, coding, and forwarding of incoming faxes, letters, and other correspondence to the appropriate department/unit/officer; distribution of necessary copies within the office.
  • Registration and dispatch of outgoing communications such as annual reports, greeting cards, and pouches; follow-up on distribution.

 

Provides routine office services, focusing on achievement of the following results:

 

  • Maintenance of a stock control and supply system for all office consumables.
  • Ensuring stationery supplies are registered and their usage monitored quarterly for effective control and deployment.
  • Assisting with the relocation and reorganization of office spaces for new staff and visitors, as requested.

Education:

 

  • Completion of secondary school or equivalent is required.
  • A Diploma in Office Management, Administration or related fields is an asset.

 

Experience:

 

  • A minimum of four (4) years of relevant work experience in administration support is required.
  • Some experience in UN system is desirable.
  • Ability to work with computers, particularly office software packages (e.g. G-Suite, MS Office), spreadsheets (e.g. Google Sheets, Excel) and web-based management systems is desirable.

 

Language:

 

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

Contract type: Local Individual Contract Agreement (LICA)

Contract level: LICA-4 (ICS4)

Contract duration: 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