General Administrative Support NEW

The General Administrative Support position at the World Meteorological Organization (WMO) entails providing comprehensive administrative and clerical support to the Regional Office for Africa, Addis Ababa, Ethiopia , including managing schedules, handling correspondence, organizing meetings, maintaining filing systems, and ensuring smooth day-to-day operations within the office, all while adhering to WMO policies and procedures.

Key Responsibilities:

• Calendar Management:
• Correspondence Management:
• Meeting Coordination:
• Document Management:
• Travel Arrangements:
• Data Entry and Reporting:
• Office Administration:
• Reception Duties:

Manage calendars of assigned staff members, scheduling meetings, appointments, and coordinating with internal and external stakeholders to optimize time management.

Draft, edit, and distribute routine correspondence, including emails, letters, and memos, ensuring accuracy and proper formatting.

Arrange and prepare for meetings by circulating agendas, taking minutes, and following up on action items.

Maintain organized filing systems, both physical and electronic, ensuring easy access to important documents and records.

Assist with travel arrangements for staff, including booking flights, accommodation, and processing travel expense reports.

Input data into relevant systems, compile reports, and maintain accurate records as required.

Manage office supplies, maintain equipment, and coordinate maintenance requests.

Greet visitors, answer phone calls, and provide basic information about WMO.

Required Skills and Qualifications:

• Minimum of B.Sc/B.A degree in Administration
• Proficiency in Office Applications: Excellent command of Microsoft Office Suite (Word, Excel, PowerPoint).
• Communication Skills: Strong written and verbal communication skills in English, with the ability to effectively interact with colleagues from diverse backgrounds.
• Organizational Skills: Detail-oriented with the ability to prioritize tasks and manage multiple projects simultaneously.
• Interpersonal Skills: Collaborative team player with a positive attitude and the ability to work effectively with individuals at all levels.
• Confidentiality: Commitment to maintaining confidentiality regarding sensitive information.
• Proficiency in French is as an added advantage.

Desired Experience:

• Previous administrative support experience in an international organization or professional setting.
• Familiarity with UN system protocols and procedures.
• Knowledge of relevant WMO policies and procedures (preferred).