Feb 6, UNDP Common Service Assistance Jobs in Ethiopia

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations.

People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The two-year conflict in Northern Ethiopia has triggered a major humanitarian crisis in Afar, Amhara and Tigray. The toll from the war has been enormous: significant loss of lives; more than 2.6 million IDPs needing humanitarian assistance; large-scale damage to infrastructure and services, estimated by the Government at USD 20 billion; and profound adverse effects on development, hamstringing Ethiopia’s ambitious economic and governance reform programmes.

On 2 November 2022, in Pretoria, an Agreement for Lasting Peace through a Permanent Cessation of Hostilities was signed between the Government of the Federal Democratic Republic of Ethiopia (GoE) and the TPLF. Led by the AU, the Peace Agreement has ended active combat in Northern Ethiopia and raised hope for a gradual restoration of services and humanitarian operations in the region.

This wide-ranging agreement committed, among other things, to an immediate and permanent cessation of hostilities, the restoration of federal authority in Tigray, the creation of an interim administration pending regional elections, disarmament, demobilization and reintegration (DDR) of ex-combatants (XCs), resumption of unhindered humanitarian access, the restoration of essential services, reintegration of internally displaced persons (IDPs) and returning refugees, transitional justice, social cohesion and reconciliation, and recovery and reconstruction.

It is in this context that UNDP has developed a ‘Peace Support Programme/Facility (PSP/F)’ nested within the Resilient Recovery and Reconstruction Framework (3RF) but focused on urgent actions over the next 24 months to stabilize conditions, restore a sense of normalcy and deliver a first peace dividend to conflict-impacted populations.

Four UN Agencies namely UNDP, UNFPA, UNOHCHR, FAO are co-located in One UN common premises. The One UN Premises facilitates active collaboration, generated efficiencies across agencies, enhanced technology integration and offered a safe environment to work together by sharing the same complex. Under the guidance and supervision of the Operations Manager, the Common Service Assistance is responsible for supporting the delivery of operational support for management and administration of One UN Premise in Mekelle.

The Common Service Assistance provides operational services for collocating agencies to focus on their mandates and programmes. The Common Service Assistance plays an important role in managing the overall UN Common Premises in PSO-Tigray including ensuring a checking and registering the identity of guests at the entrance, the purpose of their visit and whom in the office they are visiting.

Under the guidance and direct supervision of the Operations Manager, the Common Service Assistance contributes to the overall UN Common Premises Management Services including but not limited to;

Checking and registering the identity of visitors entering to the One UN Common Premises.

S/he will routinely check their ID cards, register and assign each visitor with a badge and

Ensure that they have appointment and/or are allowed to the office by a designated officer from one of the collocating agencies.

The Common Service Assistance works in close collaboration with Mekelle PSO team, Operations and staff from collocating agencies in gate pass management and related issues in the One UN Common Premises.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage

linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities

Routinely check the identity of visitors

As a front desk officer, the Common Service Assistance will be responsible to daily check the identity of each visitor, register the time of entrance and exist and check if s/he has the permission to visit at least one of the staff from the collocating UN agencies.

Closely work with the security personnel to manage and control the entrance of the premises.

Support guests to properly and timely locate office numbers they want to visit,

Receive incoming letters from partners and distribute them to their destination.

Ensure cleanness of the compound including waste management system

Closely work with the Operations Manager and/or Facility Personnel to ensure all cleaning and waste management services are in place.

Report to the Operations Manager and the cleaning company if any cleaning and utility related issues that need attentions/actions are in place.

Manage utilities in the common UN premises

Follow-up all availability of utilities (water, telecommunication, electricity) of the common premises and report to the Operations Manager and/or Facility Personnel

Closely work with Operations Manager and/or Facility Personnel to ensure utilities related payments are paid and settled.

Follow and support utility authorities to enter and take readings and do any required fixations.

Manage the common UN Conference Hall

Manage the schedule of the common premises meeting hall and ensure that it is ready for services as per the demands of the collocating UN agencies on a daily basis.

Check the cleanness of the conference room and manage the schedule.

Report to the Operations Manager and/or Facility Personnel, if there is a need to fix/clean or maintain the common UN Conference Hall

Perform any other duties as s/he may be assigned by the immediate supervisor and/or Common UN Premise Manager

Required Skills and Experience

Education:

High school Diploma is required.

Diploma on Technical, Vocational and Education Training with formal training in Secretarial Science, Management, Administrative and Business Management is desirable

A university degree in Secretarial Science, Management, or Administrative and Business Management is desirable but not a requirement.

Experience:

Three years of work experience is required for High school Diploma holders and Zero (0) work experience for university/college degree holders.

Understands the main processes and methods of work regarding the position.

Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks.

Demonstrates good knowledge of information technology and applies it in work assignments.

Demonstrates knowledge and skill on basic computer skills (Microsoft Word, Excel, PowerPoint)

The incumbent should have experience in customer handling and client management.

The applicant must have knowledge and experience in safety and security of UN staff, personnel, and properties.

The applicant is expected to have knowledge of general programme (intervention) areas of collocating agencies as well as respective actual and potential partners.

Reports to internal and external clients in a timely and appropriate fashion and responds to client needs promptly.

Language Requirements

Proficiency in English, both spoken and written.

Fluency in the in local language of the duty station is desirable.

How to Apply

For more information and job application details, see; UNDP Common Service Assistance Jobs in Ethiopia

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