Administration Associate (FSTU)

UNDP, Addis Ababa, Ethiopia United Nations Development Programme (UNDP)

Duties and Responsibilities

                Programme Support:

  • Provide administrative, logistics and liaison support and services to program activities;
  • Assist and support the program team with documentation needs, training/workshop arrangements and local/international travel;
  • Provide support for organizing workshops and other events and assist in the compilation of reports;
  • In consultation with the Delivery Support Manager, distribute monthly, quarterly and annual reports to stakeholders;
  • Assist technical staff in the preparation of various program documents such as concept notes and proposals.

Office Management:

  • Coordinate communications, including taking calls, responding to emails and directly interacting with clients as appropriate;
  • Prepare internal and external documents for team members and partners;
  • Maintain an organize filing system of paper and electronic documents;
  • Arrange FSTU social function to take place outside of the workplace;
  • Serve as a point of contact for the FSTU and particularly for the Director;
  • Draft, edit and review circulars, internal memos, reports and letters;
  • Screen and schedule appointments for the Director, Deputy Director and other Senior Management members;
  • Prepare agendas and minutes of Senior Management, staff and other meetings;
  • Perform general office management routines such as ordering supplies, maintaining records, etc.;
  • Prepare responses to correspondences containing queries;
  • Coordinate all office support services;
  • Uphold a strict level of confidentiality;
  • Schedule meetings and stakeholder conference calls;
  • Assist the Senior Management with administrative tasks and assume other related responsibilities as required.

External Relations:

  • Maintain good communication with Regional Coordination Offices and stakeholders;
  • Prioritize daily administrative tasks to ensure that planned activities are completed on time.


  • Strong computer skills and proficiency in Microsoft Office;
  • Proven ability to take on a variety of different tasks without becoming overwhelmed;
  • Excellent work ethic;
  • and strong communications and interpersonal skills.

                Required Skills and Experience


  • Bachelor's Degree or equivalent in Business Administration, Project Management, Secretarial Science, Office Management or related disciplines.


  • At least 4 years of relevant experience in providing support to projects/programs/administrative functions.
  • Computer literacy – MS Office applications, web-based management information systems.

Language Requirements:

  • Fluency in Amharic and English.

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