ADMINISTRATIVE ASSISTANT

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    3 months ago
  • Category:
    Administration
  • Deadline:
    01/02/2024

JOB DESCRIPTION

Job Opening
Job Opening ID: 226405
Job Network : Management and Administration
Job Family : Administration
Category and Level : Field Service, FS-5
Duty Station : ADDIS ABABA
Department/Office : Department of Political and Peacebuilding Affairs-Department of Peace Operations-Shared Structure
Date Posted : Jan 26, 2024
Deadline : Feb 1, 2024

Org. Setting and Reporting
The incumbent will serve as Personal Assistant to the Personal Envoy of the Secretary-General (PESG) for Sudan. The Personal Envoy will lead good offices and political engagement with Sudanese, regional and international stakeholders to enhance efforts to end the Sudan conflict and relaunch a credible political process, aiming for greater coherence, coordination and integration of the various mediation initiatives.

The position is based in Addis Ababa. The incumbent will report to the Political Affairs Officer serving as Special Assistant to the PESG.
Responsibilities
Within the limits of delegated authority, the Administrative Assistant will be responsible for performing the following duties:
• Manage the calendar of meetings and appointments of the PESG with senior Government officials, diplomats, heads of international organizations, dignitaries and other high-ranking officials, including administrative and logistical matters;
• Read all the correspondence, both incoming and outgoing, screen and prioritize incoming correspondence, and where necessary consult the PESG. Routes and distribute routine and confidential material and maintain code cables and general management files.
• Prepare and administer the PESG’s travel programme, including folders for business trips and meetings;
• Keep others informed by conveying directives, reports, status updates and other relevant information, and bring sensitive and urgent matters to the attention of the PESG;
• Assist in the overall administration of the office, provide substantive and administrative support in managing priorities and workflow in the office of the PESG, coordinate multiple and diverse activities and work processes to ensure management of directives and decisions;
• Serve as communications link between supervisor and senior staff on behalf of supervisor;
• Handle a wide range of administrative duties and processes, leave requests, attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, services and supply requisitions, conference rooms booking, etc;
• Compile relevant background documents and references, identify issues requiring the PESG’s attention and refer others to relevant officers for appropriate disposition, monitor and follow-up on actions to be taken;
• Perform other duties, as required.
Competencies
Professionalism: Thorough knowledge of and application of relevant operational, administrative and protocol policies to ensure adherence to relevant guidelines and procedures and overall quality of outputs; Proven tact and discretion in dealing with highly confidential and sensitive matters, as well as excellent interpersonal skills; Demonstrated initiative and ability to apply good judgment in the context of assignments given. Shows pride in work and achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Communication: Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify, and exhibits interest in having two-way communication; Tailors language, tone, style and format to match the audience; Demonstrates openness in sharing information and keeping people informed.

Planning and Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments and adjusts priorities as required; Allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently.
Education
High school diploma or equivalent is required.
Job – Specific Qualification
Not available.
Work Experience
A minimum of 8 years of progressive experience working in a political department and/or for a high-ranking UN Official is required.

A minimum of two years working as Personal Assistant (or similar) to a senior UN Official is required.

Experience working in a field operation of the United Nations Common System or a comparable international organization is required.

Experience working in Sudan or other countries of East Africa is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. Fluency in English (both oral and written) is required. Fluency in Arabic is required. Knowledge of French is desirable. Knowledge of another official United Nations language is an advantage

This job has expired.