Human Resources Assistant
UNICEF Ethiopia
Total years of experience :14 years, 2 Months
• Maintain/Record attendance report on the Q drive and SAP accurately on timely manner
Monitoring /Follow up attendance reports are submitted to the HR for all units including field offices before deadline.
Provide full support to staffs in relation to their leave balance and leave reports
Plan/Follow up discussions with focal points for leave data corrections and for improved and efficient attendance report of the unit.
Prepare Monthly attendance report to HR unit.
Maintain Hardcopy leave documentsinthe staff folders
Prepare yearly closure leave reports for management and HQ/NY
Record overtime for GS staffs on timely manner.
• Create/maintain Vender Master Data for international/local individual/institutional consultants using SAP
Maintain a chrono file for completed forms
Insert/Amend bank detail to staffs
•Creating personnel number for consultants travel privilege purpose using SAP
•Provide assistance in preparing regular adhoc reports that are generated by the section.
•Prepare letters/Memos for staff members on their employment status and other issues
•Take notes of weekly Operations Sections Heads Meetings
•Take notes of monthly Operations Sections Heads and OICs meetings with the Representative.
•Take notes/ Update of Audit Task Force Report. circulate to members, uploade on the Q drive, Extract pending matters for discussions in the meeting.
•Maintain filing system and Archive Electronically. Filling includes confidential Matters.
•Make travel arrangements for the Chief of Operations
•Manage incoming/Outgoing correspondences for both Deputy Representative and chief of Operations.
•Compile Travel Plan Amendment requests and forward to the Deputy Rep. for approval
•Provide stationary items for both sections(Deputy Rep. and Operation)
•Prepare Monthly Attendance report for Operations and PMU to HR
•Register/Finalize standard Operations Procedures (SOP)& Distribute to staff.
•Draft Letters and Memorandato different correspondence
•Arrange internal and external meetings
•Research documents from files and Unicef Intranet.
•Update calendar of the Chief of Operations
•Responsible for safe keeping of Original Signed Agreements
•Proofread correspondences coming for the chief of Operations
•Replace the representative’s Sr. Executive Assistance in her absence.
•Perform secretarial tasks and other daily routines as assigned by the supervisors
•Keep record of Admin files (Payment Request, Hotel and related Services, Travel, Embassy & UNLP, ECA/UNDP/Other Correspondence with customs, Tele, printers and other…)
•Management and control of Office Archive
•Preparation of monthly Staff attendance & report to the HR.
•Prepare and maintain letters for different correspondence
•Prepare Guaranty letters and Memos for Hotel Bookings, reservation of refreshments, Lunch, dinners… for conference and meetings
•Ordering Business cards, follow up and distribute for the UNICEF staff member
•Ordering of finished office stationaries
•Checking and Ordering of drinking water every week
•Provide support in payment issues like seeking Fund Commitment (FC) from different department
•Promote good communication with field offices, clients and partners
•Selling of UNICEF’s Vehicles for Bid:-
Participating in opening and being member of board and secretary
Preparation of tabulation and choosing the winner
Writhing Minutes on Bid
Writhing and Announcing results of winners.
Preparation and submitting of letters for each winners
Collecting cash receipt of Admin and returning of CPO’s for those who fail to win the bid.
Collect, Register, Draft briefing notes, maintain letters, proposals, work-plan and other correspondences on UNICEF/AU/UNECA joint activities. Keeping electronic Versions that would be useful to the team and Properly handling of Hard copy documents. Provide the required support based on the Annual work plan; prepare Cash Requisition, Travel, Services / Contracts, Payment Request, Supplies e.t.c with proper follow up. Preparation of staff meetings takes minutes or notes and prepare weekly report. Maintain and update the UNICEF LO monthly calendar of meetings and events and upload the yearly calendar on the Intranet. Provide administrative operational, Logistics, Secretarial and information assistance to the Liaison Office (LO) and its joint activities with UNICEF offices, AU, UNECA - UNICEF Programme activities. Provide necessary support in arranging documents (Folders) for different internal as well as external meetings. Promote good communication with UNICEF Country and Regional Offices and Partners. Assist in compiling and disseminating relevant documents to multispectral partners at AU continental and international levels. Assist the Liaison Office in arranging meetings with high-ranking officials and preparing Programmes of Activities/Agendas and make the necessary follow-ups and logistical arrangements for different internal as well as external meetings/Conferences/Events.
Organizing conference by Sending invitations, concept note, documents for ministers by DHL, Fax, E-mail and follow up. Scan, Copy, Print and File invitations and correspondences Communicate with Supervisor and other directors. Updating participants’ confirmation and regret in the DB. Welcoming and registering participants or designated participants’ details in the Database for the record and transferring Delegates data for Securities to prepare their badges. Assisting delegates in different matters with focal points e.g DSA, Hotel, Travel, Transport and other conference facilities Clearing database and preparing participants’ contact details
document that will be distributed during conference.
Design “Addis Ababa Highlight” a monthly newsletter published by UNEP with wide range dissemination Edit photographs and Provide inputs for the Regional Office for Africa website Plan, Organize and execute special events like World environment day, Africa Environment Day and campaign like Seal the deal, UN Campaign to combat Climate Change and Clean up the World campaigns with Ethiopian Environmental institutions, members of the UN Country Team Ethiopia and the community in general Design advocacy materials like banners, t- shirts, …for the above events Arrange publicity and communication plans Attend meetings and workshops on behalf of the office and write minutes as required General office and administrative support