Background

Under the overall guidance and supervision of the Chief Security Adviser (CSA) or the Field
Security Coordination Officer (FSCO)/ or Designated Supervisor by (CSA); the
Administrative Associate assists in the overall management of administrative services,
administers and executes processes and transactions ensuring high quality and accuracy of
work. The Administrative Associate promotes a client, quality and results-oriented approach.
The Administrative Associate works in close collaboration with the (Chief) Security Adviser
(CSA), UNDSS Staff, UNDP and other UN agencies staff to exchange information and
ensure consistent service delivery.
Duties and Responsibilities

Summary of Key Functions:

Implementation of operational strategies

Administration of budgets and cost-recovery strategies

Efficient Accounting and administrative support

Country Office Cash Managements

Support to supply and assets management

Support to administrative and financial control

Support to common services

Coordination of Registry and Receptionist functions

Support to knowledge building and knowledge sharing

1. Ensures implementation of operational strategies, focusing on achievement of the

following results:

Full compliance of administrative activities with UNDSS /UNDP rules,

regulations, policies and strategies.

Provision of inputs to the CO administrative business processes mapping

and implementation of the internal standard operating procedures (SOPs).

Preparation of administrative team results-oriented workplans.

2. Ensures efficient administrative support , focusing on achievement of the following

results:

Organization and coordination of shipments and customs clearance

Coordination of travel arrangements. Performing a Buyer role in Atlas for

preparation of POs for travel and other administrative expenses.

Organization of procurement processes including preparation of RFQs,

ITBs or RFPs documents, receipt of quotations, bids or proposals, their
preliminary evaluation. Preparation of POs.

Organization of workshops, conferences, retreats

Coordination of DSA, travel agencies, and other administrative surveys,

surveys for organization of common services.

Support with protocol matters, registration of staff, coordination with local

authority on space and other administrative matters.

Supervision of cleaning services.

Coordination of transportation services, regular vehicle maintenance and

insurance.

Checking and certifying of vehicle daily log and gas consumption, update
and maintenance of vehicle history report.

Prompt reporting and investigation of cases of vehicle accidents, damage,

loss or theft of items; update and maintenance of vehicle history report.

Research and retrieval of statistical data from internal and external

sources; preparation of statistical charts, tables and reports.

3. Provides support to proper supply and assets management, focusing on achievement

of the following result:

Coordination of assets management, timely preparation and submission of

periodic inventory reports.

Coordination of the provision of reliable and quality office supplies

4. Ensures proper common services focusing on achievement of the following result:

Maintenance of common services/office space management to ensure

integrated activities on common services and implementation of the UN
reform.

5. Coordinates implementation of Registry and Receptionist functions, supervises

Registry Clerk and Receptionist, focusing on achievement of the following results:

Provision of efficient general reception and information services.

Provision of reliable registry services.

6. Supports knowledge building and knowledge sharing in the CO, focusing on

achievement of the following results:

Training of staff on the administrative procedures

Briefing/debriefing of staff members on issues relating to area of work

Sound contributions to knowledge networks and communities of practice.

Competencies

Functional Competencies:
Building Strategic Partnerships
Level 1.1: Maintaining information and databases

Analyzes general information and selects materials in support of

partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

Researches best practices and poses new, more effective ways of doing
things

Documents innovative strategies and new approaches

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

Understands the main processes and methods of work regarding to the

position

Possesses basic knowledge of organizational policies and procedures

relating to the position and applies them consistently in work tasks

Strives to keep job knowledge up-to-date through self-directed study and

other means of learning

Demonstrates good knowledge of information technology and applies it in

work assignments

Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change

Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems

Uses information/databases/other management systems

Provides inputs to the development of simple system components

Makes recommendations related to work procedures and implementation

of management systems

Client Orientation
Level 1.1: Maintains effective client relationships

Reports to internal and external clients in a timely and appropriate fashion

Organizes and prioritizes work schedule to meet client needs and

deadlines

Establishes, builds and sustains effective relationships within the work unit
and with internal and external clients

Responds to client needs promptly

Promoting Accountability and Results-Based Management

Level 1.1: Gathering and disseminating information

Gathers and disseminates information on best practice in accountability

and results-based management systems

Prepares timely inputs to reports

Core Competencies:

Demonstrating/safeguarding ethics and integrity

Demonstrate corporate knowledge and sound judgment

Self-development, initiative-taking

Acting as a team player and facilitating team work

Facilitating and encouraging open communication in the team,

communicating effectively

Creating synergies through self-control

Managing conflict

Learning and sharing knowledge and encourage the learning of

others. Promoting learning and knowledge management/sharing is the

responsibility of each staff member.

Informed and transparent decision making

Required Skills and Experience

Eduacational Qualification:

B.A./B.Sc. Degree or College Diploma in Business Administration or related field.

Work Experience:

One year of relevant experience with B.A./B.Sc. Degree or four years with College
Diploma;

Experience in the usage of computers and office software packages (MS Word,
Excel, etc.;

Experience in handling of web-based management systems.

Language:

Proficiency in English and local language of the duty station.

Support Unit will provide the critical foundation for productive and technical negotiations.
It will allow significant
challenges to be addressed in the run-up to the negotiations, allowing the AUC
to collect Member State inputs
and increase their buy-in. The CFTA Support Unit will also provide technical and
negotiating assistance to
countries that need them during the course of the CFTA negotiations. The CFTA
Support Unit will also provide
secretarial and technical support to the meetings of the various levels of the CFTA
negotiations structure
established by the Member States. Recruitment of CFTA Support Unit staff will be done
in line with the AUC
Rules and Procedures.
Organization
Post title: Program Assistant
Post level: GSA-5
Department: Directorate of Trade and Industry
Supervisor: Program Management Officer
Department
Duty station: Addis Ababa

Under direct supervision of the Program Management Officer, the Program Assistant
Will perform the following duties:
a. Analyse and maintain an overview of the work of the Unit/Program to ensure that
timely administrative
support is provided in general and specialized areas;
b. Assist international personnel visitors on general administrative matters, provide
advice and ensure
administrative support as required;
c. Supervise clerical services for the Unit/Program;
d. Prepare and monitor the budget of the Centre and supply relevant information to
Officers in charge of
budget execution;
e. Prepare correspondence, special reports, evaluation and justifications as required for
general
administrative tasks;
f. Prepare meetings and follow-up of related decisions for the Unit/Program
g. Maintain policy, confidential and management records;
h. Make travel arrangements for the Officers and perform liaison duties with partners;
i. Prepare and participate in Departmental meetings and take minutes and/or notes of
such meetings;
j. Assist in securing appropriate venues and other conference facilities, translation
and interpretation
services in consultation with relevant departments such as conference services,

k. Perform any other duties as may be assigned by the Program Management Officer or
the Director of
Industry and Trade.
Tasks
1. Education Qualifications, Experience and Skills
Diploma in Management or Administration or related field from a recognized educational
institution.
A higher qualification will be an added advantage
Good knowledge and practical use of Computer are mandatory
A minimum of five (5) years relevant work experience in administrative and/or clerical or
work
Experience in Office Management is mandatory.
Candidates must have excellent interpersonal and communication skills, the ability to
organize and
motivate others and to work in a multi-cultural environment.
Excellent knowledge of international organizations;
2. Language Requirement
Working proficiency in one of the African Union working languages is a requirement.
Proficiency in one or
several of the African Unions other working languages would be an added advantage.
3. Tenure of Appointment
The appointment will be made on fixed term contract for a period of one (1) year. A
further one year contract
may be offered subject to the requirements of the negotiations and satisfactory
performance and deliverables.
An additional one year extension thereafter may be possible should the negotiations
require this, the funding be
available and subject to the incumbents satisfactory performance and deliverables.

4. Gender Mainstreaming
The AU Commission is an equal opportunity employer and qualified women are strongly
encouraged to apply.
Requirements
5. Remuneration
The salary attached to the position is an annual lump-sum of US$ 50,148.39 (GSA5
Step 5) inclusive of all
allowances for internationally recruited staff and US$ 21,354.35 inclusive of all
allowances for locally recruited
staff.
Applications must be made through the AUC E-recruitment Website
http://www.aucareers.org not later than 8th October 2016.
Directorate of Administration and Human Resource Management
African Union Commission
Fixed Term Contract
Contract Type
Full-time

Do not write in this

Space

INSTRUCTIONS

UNITED
Please answer each question
clearly and completely. Type
or print in ink. Read carefully
and follow all directions.

NATIONS

P E R S O N AL H I S T O R Y

FORM

Family name

First Name

Other names

Maiden Name

2. Date of birth (day, month,

year)

3. Place of birth

7. Height

8.
Weight

4. Nationality at
birth

5. Present
nationality

6. Sex
Female
Male

9. Marital Status:
Single
Divorced

Married

Separated

Widow(er)

10. Entry into United Nations service might entail assignment and travel to any area of the world in which the
United Nations might have responsibilities. Have you any disabilities, which might limit your prospective field
of work or your ability to engage in air travel?
Yes
No

If yes, please describe.

11. Permanent address

12. Present address

13. Permanent telephone no.

Fax no (if any).

14. Present telephone no.

Fax no.
15. Have you any dependents?

Yes

NAME

Date of
Birth

No

If the answer is Yes, give the following information:

Relationshi
p

NAME

Date of
Birth

Relationship

16. Have you taken up legal permanent resident status in any country other than that of your nationality?
Yes

No

If answer is yes, which country?

17. Have you taken any legal steps towards changing your present nationality?

Yes

No

Yes

No

If answer is yes, explain fully:

18. Are any of your relatives employed by a public international organization?

If answer is yes, give the following information:
NAME

Relationship

Name of international organization

19. What is your preferred field of work?

20. Would you accept employment for

less
than six months?
Yes
No

21. Have you previously submitted an application for employment

with UN?
No
Yes

If yes, state details of response received

22. KNOWLEDGE OF LANGUAGES. What is your mother tongue?

READ
OTHER LANGUAGES

Easily

Not
easily

WRITE
Easily

Not
easily

SPEAK
Fluentl
y

Not
fluently

UNDERSTAND
Easily

Not easily

23. For clerical grades only

List any office machines or equipment

you can use

Indicate speed in words per minute

Other languages

English

French

Typing

24. EDUCATION.
Shorthand
Give full details - N.B. Please give exact name of institution and titles of degrees in original language

Please do not translate or equate to other degrees.

A. University or equivalent
Name, place and country

Years attended
From

Degrees and
academic distinctions

Main course of study

To

B. Schools or other formal training or education from age 14 (e.g., high school, technical school or
apprenticeship)

Name, place and country

Type

Years attended
From

To

25. List professional societies and activities in civic, public or international affairs

26. List any significant publications you have written (do not attach)

Certificate or diploma
obtained

27. EMPLOYMENT RECORD: Starting with your present post, list in reverse order every employment you
have had. Use a separate block for each post. Include also service in the armed forces and note any period
during which you were not gainfully employed. If you need more space, attach additional pages of the same
size.

From

To

Salaries per annum

($)

Month/ Year

Month/Year

Starting

Exact title of your post

Final

Name of employer:

Type of business:

Address of employer:

Name of supervisor:

Number and kind of

employees supervised by
you:

DESCRIPTION OF YOUR DUTIES

From

To

Salaries per annum

($)

Month/ Year

Month/Year

Starting

Exact title of your post

Final

Reason for leaving:

Name of employer:

Type of business:

Address of employer:

Name of supervisor:

Number and kind of

employees supervised by
you:

Reason for leaving:

DESCRIPTION OF YOUR DUTIES

From

To

Salaries per annum

($)

Month/ Year

Month/Year

Starting

Exact title of your post

Final

Name of employer:

Type of business:

Address of employer:

Name of supervisor:

Number and kind of

employees supervised by
you:

DESCRIPTION OF YOUR DUTIES

Reason for leaving:

From

To

Salaries per annum

($)

Month/ Year

Month/Year

Starting

Exact title of your post

Final

Name of employer:

Type of business:

Address of employer:

Name of supervisor:

Number and kind of

employees supervised by
you:

Reason for leaving:

DESCRIPTION OF YOUR DUTIES

From

To

Salaries per annum

($)

Month/ Year

Month/Year

Starting

Exact title of your post

Final

Name of employer:

Type of business:

Address of employer:

Name of supervisor:

Number and kind of

employees supervised by

Reason for leaving:

you:

DESCRIPTION OF YOUR DUTIES

28. Have you any objections to our making inquiries of your present employer?

Yes

No

29. Are you now, or have you ever been, a permanent civil servant in your governments employ?
No

Yes

30. REFERENCES: List three persons, not related to you, who are familiar with your character and
qualifications.
Do not repeat names of supervisors listed under Item 27
FULL NAME

FULL ADDRESS

BUSINESS OR OCCUPATION

1.

2.

3.

31. State any other relevant facts. Include information regarding any residence outside the country of your
nationality.

32. Have you ever been arrested, indicted, or summoned into court as a defendant in a criminal proceeding, or
convicted, fined or imprisoned for the violation of any law (excluding minor traffic violations)?
Yes
No

If Yes, give full particulars of each case in an attached statement.

33. I certify that the statements made by me in answer to the foregoing questions are true, complete and
correct to the best of my knowledge and belief. I understand that any misrepresentation or material omission
made on a Personal History form or other document requested by the Organization renders a staff member of
the United Nations liable to termination or dismissal.

DATE:

SIGNATURE:

N.B. You will be requested to supply documentary evidence, which supports the statements you have made
above. Do not, however, send any documentary evidence until you have been asked to do so by the
Organization, in any event, do not submit original texts of references or testimonials unless they have been
obtained for the sole use of the Organization. Applications will not, as a general rule, be valid or be retained
for more than two years from date of receipt.