Organizational Context

The Senior Secretary is responsible for office management, secretarial and administrative support to the Unit or Section. The incumbent is directly supervised by the Head of Sub Office who provides general outline of assignments and reviews the completed work for accuracy and conformance with objectives. Subject to the nature of the task/assignment, he/she will work independently on routine tasks, while will follow instructions of the supervisor for more complex issues. The Senior Secretary liaises with other internal or external entities to ensure effective delivery of services/out-put in the Office/Division/Bureau.

Accountability 

• The UNHCR Office has sufficient secretarial and administrative support thus better able to meet its objective

Responsibility 

• Arrange appointments and maintains supervisor’s calendar. Receive visitors; places and screens telephone calls and answers queries with discretion. 
• Arrange meetings, both internal and external, some involving high-ranking officials, and take minutes and/or notes at meetings.
• Prepare informal translations and may act as interpreter.
• Type correspondence, documents and reports, some of which are highly confidential.
• Receive, screen, log and route correspondence, attach necessary background information and maintain follow-up system.
• Draft official correspondence, documents and reports on routine matters and/or for clearance by the supervisor and ensure follow-up. Maintain filing system for electronic and hard copy documents.
• Maybe required to assist in Human Resources tasks (attendance record, travel arrangements, preparation of travel authorisation, /claims, etc.) for staff within the unit.
• Assist in the preparation of visit programmes, briefings on issues covered by the Unit, collection of documentation for briefing kits; talking points and other material for missions, meetings and visits.
• Liaise at an appropriate level with other units/Sections, HQ services, Regional Representations and country offices, as applicable, to facilitate the work of the Unit.   
• Perform other relevant duties as required.  

 Authority 

• Access the relevant information and records which may be sensitive and confidential.  -   Prioritise tasks and organise work independently. 

Grade

• 5

Post Number

• 10023815

Essential Minimum Qualifications and Experience

• Completion of Secondary education or equivalent technical or commercial school with Secretarial training and/or certificate.
• Minimum 5 years of previous job experience relevant to the function.
• Computer skills (MS office and People soft applications).
• Fluency in English
• Knowledge of local languages in Gambella is an asset

Desirable Qualifications & Competencies

• Analytical thinking
• Planning and organizing 

This vacancy is open for qualified Ethiopians and Non-Ethiopians with a valid work permit from Federal Democratic Republic of Ethiopia, Ministry of Labour and Social Affairs. 

Female candidates are encouraged to apply.

UNHCR is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

IMPORTANT

Applicants who wish to be considered for this position should send a motivation letter and P11 Form to: Human Resources Unit using the link below:

https://www.unhcr-eth.org/jobs/vacancy/394

Candidates will be required to sit for a test. 

Due to the volume of applications only short listed candidates will be invited for interview.  

Refugees – who cares?   We Do.