Senior Administrative Assistant

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    2 months ago
  • Category:
    Administration
  • Deadline:
    05/03/2024

JOB DESCRIPTION

Job Opening
Job Opening ID: 223306
Job Network : Management and Administration
Job Family : Administration
Category and Level : General Service and Related Categories, G-7
Duty Station : ADDIS ABABA
Department/Office : Economic Commission for Africa
Date Posted : Feb 5, 2024
Deadline : Mar 5, 2024

Org. Setting and Reporting
ECA’s mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 Agenda and Agenda 2063.

The mission will be guided by ECA’s five strategic directions which are advancing ECA’s position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent’s problems and take local solutions to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa’s position at the global level and developing regional responses as a contribution to global governance issues.

This position is located in the Office of the Executive Secretary (OES) and supports the Deputy Executive Secretary (DES), Programme.
Responsibilities
Within the delegated authority and under the direct supervision of the Senior Programme Management Officer and the overall guidance of the Deputy Executive Secretary, the incumbent manages the daily operations of the Office of the Deputy Executive Secretary and all activities related to the office, including the daily flow of information between the ODES and substantive Divisions and Units, SROs, and IDEP, as well as with partners and other relevant stakeholders. The incumbent also provides secretarial and document processing services and carries out any other functions including assisting in the administrative duties as assigned.

1. Manages the daily operations of the Deputy Executive Secretary’s office by:
•Facilitating the timely flow of documents/communication/messages to and from the Deputy Executive Secretary;
•Receives all incoming correspondences addressed to the Deputy Executive Secretary’s Office; manages the time of the Deputy Executive Secretary, including establishing/ arranging appointments, maintaining the Deputy Executive Secretary’s calendar, receiving and directing visitors, placing and screening calls and answering queries, making contacts with
embassies, UN agencies, international institutions, government offices, SROs, etc.;
•Handling and maintaining policy, confidential, and general management files, including all correspondences;
•Drawing the Deputy Executive Secretary’s attention to important, sensitive, and time-bound information. Following up the implementation of assignments from the Deputy Executive Secretary to staff;
•Establishing and maintaining a document/ work assignment tracking system including receiving, screening, logging, and routing as well as maintaining a system for follow-up and retrieval;
•Maintaining chronological file on all outgoing and incoming correspondences; making travel arrangements for the Deputy Executive Secretary including travel itinerary, booking, logistical requirements, visa, all protocol, and other administrative matters;
•Maintaining regular contact with the Deputy Executive Secretary while on missions; when the nature of correspondence is urgent and important, bring it to the attention of the Deputy Executive Secretary immediately, sometimes calling her from a meeting, while on mission by phone wherever she may be when absent from duty station;
•In her absence, ensure that such correspondence is brought to the attention of responsible officials and take appropriate follow-up action; updating mailing lists and other relevant contacts;
•Checking and clearing for format presentation and accuracy of all outgoing correspondences submitted for the Deputy Executive Secretary’s signature;
•Monitoring all outgoing calls made by staff in the Office of the Deputy Executive Secretary/ consultants including maintaining proper records and submitting reports to Finance.

2. Provides secretarial and document processing services by:
•Drafting on the request of the Deputy Executive Secretary routine correspondences like letters, memos, note verbales, etc.;
•Using email for the exchange of information, including dispatching all outgoing mail;
•Providing background materials and information and proposing solutions to queries from within and outside the Office;
•Assisting in the preparation and servicing of conferences/workshops/meetings by: (i) establishing contact with the invitees; (ii) following up on the invitation letters; (iii) ensuring preparation and distribution of documents, etc.;
•Participating in the organization and preparation of staff meetings;
•Preparing and updating the proposed calendar of conferences, meetings, seminars, and workshops of the Deputy Executive Secretary.

3. Carries out any other functions by:
•Assisting staff of the Office of the Executive Secretary when requested;
•Liaising and working closely with Administrative Assistants in the Office of the Executive Secretary, various substantive Divisions at ECA headquarters, as well as in SROs and IDEP, with regard especially to channeling correspondences and related communication from Directors to the DES and vice versa.
•Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning, and decision making.
•Assists with visualizations and updating information material such as web pages or brochures.
Competencies
Professionalism:
Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial, and human resources rules and regulations in work situations. The ability to perform analysis, modelling, and interpretation of data in support of decision-making. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Planning and organizing:
Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; 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.

Accountability:
Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within the prescribed time, cost, and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight, and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Education
High school diploma or equivalent is required.
Job – Specific Qualification
Not available.
Work Experience
A minimum of 10 years of progressively responsible experience in administrative support
services or related functions are required. The minimum years of relevant experience is reduced to eight (8) for candidates who possess a first-level university degree or higher.

Experience in filing and using office equipment is required.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required; and knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.

This job has expired.