SECRETARY 45 views1 application

ORGANIZATIONAL CONTEXT

The United Nations Industrial Development Organization (UNIDO) is a Specialized Agency of the United Nations. Its mandate is to promote and accelerate sustainable industrial development in developing countries and economies in transition, and is to work towards improving living conditions in the world’s poorest countries by drawing on its combined global resources, international and national expertise. This assignment will be under the supervision of the Agro-Industries Technology Division (PTC/AGR/AIT) part of the Agribusiness Development Department (PTC/AGR). This Division is responsible for all technology aspects of the agro-based industries in textile, leather, wood and agricultural mechanization systems. Emphasis is placed on the design and implementation of programs serving sustainable development requirements of the agri-businesses and related industries, including its environmental needs to be developed by Governments, industries, private sector agencies, and NGOs targeting poor communities to become more resilient. Furthermore, this Division also provides technical support to enhance demand-oriented vocational technical skills for employment creation and entrepreneurship for sustainable development.

PROJECT CONTEXT t

EU funded “Leather Initiative for Sustainable Employment Creation (LISEC) in Ethiopia”, whose overall objective is to create greater economic and decent employment opportunities, especially for young men and women through the development of the Ethiopian leather industry and the Modjo leather industrial park. UNIDO is the implementing agency for Component 1, “Advancing economic competitiveness by strengthening the leather value chain” and support agency for the other Components within LISEC towards the development of Modjo Leather City Industrial Park and Ethiopian leather industry value chain. Ethiopian’s Growth and Transformation Plan II (GTP II) has identified the leather sector as one of the sectors having the potential to boost the growth of the economy. As such, this programme proposes a new vision towards inclusive and sustainable industrial development that protects the environment and supports social inclusion.

In light of the above considerations, the position of Secretary, will be locally recruited. He/She will support the PIU personnel from the administrative point of view, ensuring proper record of project expenditures, facilitating meetings’ organization, collecting the supporting documents necessary for project expenditures, ensuring a constant coordination and provision of administrative information to the Administrative Assistant at the UNIDO HQs. He/she will manage and coordinate administrative activities in the project satellite in Modjo.

Main Duties: He/she will support the Project Manager, the CTA and the NPC in their daily operations, including facilitation logistics (e.g. recruitment of project personnel and their orientation, organizing workshops, study tours, travel clearance, visa facilitation, and drivers’ allocation to the staff, amongst others).  He/she will specifically be requested to:

Main Duties

Administrative Tasks

• Provide logistic and administrative support to all project activities (recruitment of project personnel and their orientation, organizing workshops, study tours, travel clearance, visa facilitation amongst others);
• Assist in procurement of equipment, supplies and services in a transparent and cost-effective manner in accordance with UNIDO rules and procedures;
• Follow up on the maintenance of project  equipment and supplies;
• Draft  correspondence  and  other related documents;
• Organize a user-friendly and easily accessible filing system;
• Maintain a personnel file including personal records, leave cards, updated contracts, and insurance policies.
• Assist in unofficial translation of Amharic documents related to the project in to English and vice-versa;
• Assist in M&E activities with regard to effectiveness and efficiency of project management;
• Manage all administrative activities in the Project satellite office in Modjo, mirroring those of the main office in Addis.

Concrete/Measurable Outputs to be achieved

• Effectively contribution to the successful implementation of the project activities in Modjo and Addis Ababa.

Financial tasks

• Ensure financial tasks are performed in accordance with UNIDO rules and procedures;
• Prepare financial reports and submit them to CTA and HQ in a timely manner;
• Arrange for a project annual verifications provide the required documents/ information, and follow up on recommendations;
• Maintain a petty cash account;
• Prepare periodically project financial statements for submission to HQ;
• Any other relevant tasks assigned by the PM, CTA, NPC and other project staffs.

Concrete/Measurable Outputs to be achieved

• Documentation of all transactions, Maintenance of proper filing system for reference as well as auditing purposes

Location: Addis Ababa with periodic travels to Modjo (about 50 km from Addis Ababa

Start of Contract (EOD): 15 February 2021

End of Contract (COB): 31 December 2021

Number of Working Days: 1 year (regular)

REQUIRED COMPETENCIES

Core values:

Integrity; Professionalism and Respect for diversity

Core competencies:

Results orientation and accountability; planning and organizing; communication and trust; team orientation; client orientation; organizational development and innovation

Managerial competencies (as applicable):

Strategy and direction; managing people and performance; judgement and decision making and conflict resolution

MINIMUM ORGANIZATIONAL REQUIREMENTS

Education: Completed higher secondary level of education. University Degree/Diploma in Business Administration/or Management or related areas would be considered as an asset.

Technical and Functional Experience: A minimum of ten years of related experience in the field of office management, business administration, human resources and funds management. Professional experience within the UN system, Donors’ community, NGOs and/or consultancy companies is considered an asset.

Languages: Fluency in written and spoken English and Amharic is required; spoken Oromiffa would be an added advantage.