Employment Type: Full time

Application Deadline: Oct 16, 2024

ECA’s mission is to deliver ideas into actions for an empowered and transformed Africa, informed by the 2030 Agenda and Agenda 2063. The mission is guided by ECA’s five strategic directions which are: advancing ECA’s position as a premier knowledge institution that produces policy relevant knowledge in support of effective and transformative policy making in Africa; 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 Deputy Executive Secretary, Programme Support, at the Economic Commission for Africa (ECA). The incumbent works under the overall guidance of the Senior Programme Management Officer.

Responsibilities

• Within limits of delegated authority, the Senior Staff Assistant will be responsible for the following duties:

• Assist the Deputy Executive Secretary, and delegated officials, in the overall administration and coordination of all corporate events and activities, i.e. provides substantive and administrative support in managing the preparations of corporate events; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and follow up actions delivered in a timely manner.

• Organizes event planning meetings with internal and external stakeholders, including handling all necessary actions, i.e., agenda development, background documentation, participant management, follow up on agreed actions, etc.

• Supports the Senior Programme Management Officer and other delegated officials to keep others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the appropriate senior official.

• Undertakes representational duties on behalf of the manager, to include serving as first point of contact and liaison with senior officials internally and externally.

• Compiles relevant background documents and references; identifies issues requiring attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.

• Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc; scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the manager.

• Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications.

• Supports the manager in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.

• Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems.

• Oversees work of office support staff; establishes priorities and deadlines, assigns work and reviews outputs upon completion; trains office support staff in administrative, protocol and other relevant procedures

• Organizes official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.).

• Prepares, processes and classifies confidential information.

• Handles a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.).

• Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.

• Uses standard word processing package to produce a wide variety of large, complex documents and reports.

• Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.

• 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.

• Performs other duties as assigned.

Job Requirement

Competencies

• Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. Shows pride in work and in 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. Able to perform analysis, modeling and interpretation of data in support of decision-making.

• 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 audience; demonstrates openness in sharing information and keeping people informed.

• Planning & 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.

Education

• High school diploma or equivalent is required.

Experience

• A minimum of seven years of progressively responsible experience in general office support or related areas is required.

• Experience of managing and organising corporate and or large events is desirable.

• Experience working for senior officials in an international organization is desirable.

• Experience involving contact with diplomatic personnel is desirable.

Languages:

• English and French are the working languages of the United Nations Secretariat.

• For the post advertised, fluency in English is required.

• Knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.

Assessment

• Evaluation of qualified candidates may include assessment exercises which may be followed by a competency-based interview.

Special Notice

• This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules.

• Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located.

• Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

• The United Nations Secretariat is committed to achieving a 50/50 gender balance and geographical diversity in its staff.

• Female candidates are strongly encouraged to apply for this position. Staff members are subject to the authority of the Secretary-General and to assignment by him or her.

• In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

• Internal Applicants – When completing the Candidate Profile form, ensure ALL fields, ALL professional experience, and contact information are completed and up to date.

• This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.

• The United Nations Secretariat is committed to achieving a 50/50 gender balance and geographical diversity in its staff.

• Female candidates are strongly encouraged to apply for this position. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence, and integrity, with due regard to geographic diversity.

• All employment decisions are made on the basis of qualifications and organizational needs.

• The United Nations is committed to creating a diverse and inclusive environment of mutual respect.

• The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural, and ethnic backgrounds or disabilities.

• Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

• All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening.

• Online applications will be acknowledged where an email address has been provided.

• If you do not receive an e-mail acknowledgment within 24 hours of submission, your application may not have been received.

• If the problem persists, please seek technical assistance through the Inspira “Contact Us” link.

Location: Addis Ababa

How to Apply

Interested applicants can apply through THIS LINK