Result of Service
Effective operational and administrative support is provided for the day-to-day management and functioning of Africa Hall, contributing to the smooth delivery of meetings, events, visitor-related activities and other operational requirements.
Duties and Responsibilities
Under the general guidance of the Chief of Conference Planning & Coordination Services Unit, and the direct supervision of the Senior Marketing Assistant, the individual contractor shall perform the following specific duties:
Supporting the day-to-day coordination of Africa Hall operational activities, including meetings, events, visitor-related activities and other scheduled uses of the facility.
Assisting with the planning, coordination and follow-up of operational requirements with relevant ECA sections, units, contractors and service providers.
Maintaining operational schedules, trackers, checklists and other tools required to support the effective functioning of Africa Hall.
Monitoring and following up on operational issues, service requests and pending actions, and bringing delays, risks or recurring problems to the attention of the supervisor.
Supporting coordination related to facilities, conference services, security, ICT/audio-visual services, cleaning, maintenance, visitor services and other operational requirements, as applicable.
Assisting in the preparation and follow-up of meetings related to Africa Hall operations, including preparing background information, meeting notes, action points and progress updates.
Supporting administrative processes related to Africa Hall activities, including requisitions, procurement follow-up, service requests, documentation, invoices and other operational records, as required.
Maintaining organized electronic and physical records related to Africa Hall operations and ensuring that relevant documentation is readily available for operational and management purposes; etc.
Performing other related duties in support of Africa Hall operations as assigned by the Chief of Conference, Planning & Coordination Services Unit
Qualifications/special skills
High school diploma, knowledge in office administrative procedures would be an advantage. A minimum of seven (7) years of progressively responsible experience in administration, operations, facilities support, conference and events support, programme support or a related area is required. Experience working in the United Nations common system or another international organization is desirable. Experience with administrative and financial processes, including procurement follow-up, requisitions, invoice review, expenditure tracking and record management, is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required. Knowledge of Amharic is desirable. Knowledge of French or another official United Nations language is an advantage.