DoA /FMS Office Assistant G4

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Result of Service

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

Work Location: Addis Ababa Expected Duration: 9 months

Duties and Responsibilities

This position is located at the United Nations Economic Commission for Africa, Administration and Conference Management Section, in the Facilities Management Section. The Office Assistant reports to the Chief of the section and to the Administrative Assistant. Within delegated authority, the 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. Assist 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. Assist in providing support to ensure efficient quality processes and records.
4. Coordinate 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 purposes.
9. Deliver memos, letters and urgent messages to different offices of the Commission, UN agencies and other offices.
10. Collect documents and 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 database for the use of the section.
12. Operate a variety of office equipment e.g. photocopier, facsimile, printer, scanner, etc. and inform the Staff Assistant when defaults arise for further appropriate action.
13. Take inventory of stationary materials of the section and advise 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 requests for posting ads following the prevailing rules.
17. Perform 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.

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.

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