Administrative Assistant

United Nations Children's Fund

Addis Ababa, Ethiopia

Experience: 5 to 10 Years

Skill Required: HR and Admin

Ethiopia is experiencing a prolonged drought after three consecutive failed rainy seasons since late 2020. According to the OCHA drought update #3 (April 2022), at least 8 million people in Oromia, Somali, SNNP and Southwest regions are affected by drought. The drought is compromising fragile livelihoods heavily reliant on livestock and causing a worsening food security and nutrition while eroding coping strategies for the most vulnerable. Food insecurity and malnutrition are growing, and pastoralists are being forced to walk and travel longer distances in search of water and pasture. Women and children are disproportionately affected, which exacerbates existing protection threats and vulnerabilities

Given the size and scale of the areas affected, the operation section is requesting the scale up of personnel to support program implementation in Gode-Somali region.

How can you make a difference?

Facilitate the processing of contracts for consultants and external partners that provide a service to the office. This includes preparing and filing documents, completing necessary forms and templates, and making necessary logistical arrangements.
Maintain up-to-date vendor lists, partners, and consultant rosters.

Communications & Workflow

  • Facilitate the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs.
  • Manage incoming and outgoing correspondence, e-mails and telephone calls.

Calendar/Meetings/Correspondence Management

  • Maintain office calendar and arrange meetings.
  • Take minutes of meetings, ensuring accuracy, attention to detail and coherence.


  • Support the logistical arrangements, through engaging with facilitators, caterers, and hosts.
  • Liaise with budget focal points and section over costs and needs.
  • Prepare and maintain agendas for meetings and events related to the work group commitments.


  • Arrange travel and accommodation.
  • Liaise with relevant travel focal points (Jigjiga) to ensure that the organization obtains the best service and price for all travel.
  • Brief/de-brief staff members on issues related to administrative matters such as security clearance, and documentation procedures. 
  • Extract, input, maintain, and verify correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.
  • Assist in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
  • Monitor travel and report back to the team.

Invoice Processing

  • Responsible for collecting invoices and filing documents for approval and thereafter processing.
  • Respond to client transaction status and other inquiries.
  • Manage Petty Cash


  • Support management of administrative supplies, office equipment, and updating inventory of items.
  • Ensure that services and maintenance of premises are in accordance with organizational standards.
  • Arrange for the purchase and timely distribution of office supplies.
  • Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies


  • Manage ancillary Staff
  • Maintain computer and manual filing systems

To qualify as an advocate for every child you will have…

  • Completion of secondary education is required, preferably supplemented by technical or university courses related to business, supply, administration, or other related area.
  • A minimum of 5 years of relevant administrative or clerical work experience is required.
  • UN/ UNICEF experience is considered an asset.
  • Training and experience using MS Word, Excel, PowerPoint, and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
  • Organizational, planning, and prioritizing skills and abilities.
  • Ability to deal patiently and tactfully with internal and external counterparts.
  • High sense of confidentiality, initiative, and good judgment.
  • Ability to work effectively with people of different national and cultural background.
  • Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.