Job: Staff Assistant, G5

Department/ Office

Economic Commission for Africa

Duty Station

ADDIS ABABA

Posting Period

29 October 2013-28 November 2013

Job Opening number

13-ADM-ECA-31331-R-ADDIS ABABA (X)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organizational Setting and Reporting

The position is located in United Nations Economic Commission for Africa (ECA), Macroeconomic Policy Division (MPD). The staff assistant will report to a Chief of Section.

Responsibilities

Under the general guidance of the Director Macroeconomic Policy Division and the direct supervision of a Section Chief, the incumbent performs the following functions:

• Performs, under minimal supervision, the full range of office management and administrative support functions; typically provides direct assistance to a senior officer or manager responsible for a major programme, such as a branch or division.
• Maintains liaison with the Executive Office and with senior officials in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the unit's outputs, products, tasks, etc.
• Ensures smooth and efficient information flow within the unit; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
• Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.
• Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.
• Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.
• Attends meetings, prepares minutes, monitors follow-up activities.
• Responds or drafts responses to a wide range of correspondence and other communications; 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.
• Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
• Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
• Assists in the preparation of presentation materials using appropriate technology/software.
• May provide some specialized support to unit (e.g. technology support, editing, desktop publishing, etc.).
• Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
• Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.).
• Maintains files (both paper and electronic) and databases for work unit.
• Performs other duties as assigned.

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.
• 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.

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.

TEAMWORK:

• Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise;
• is willing to learn from others;
• places team agenda before personal agenda;
• supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position;
• shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

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.

Education

• High school diploma or equivalent is required.
• Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.

Work Experience

• A minimum of five years of experience in general office support or related area is required.

Languages

• English and French are the working languages of the United Nations Secretariat.
• For the post advertised, fluency in English (both oral and written) is required.
• Knowledge of the other is desirable. Knowledge of another UN official language is an advantage.

Assessment Method

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

Special Notice

- Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds.

• Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station.
• External candidates will be considered when no internal candidates are identified. If selected, externals will be responsible for any travel expenses incurred to take the ASAT exam, on appointment and separation.

United Nations Considerations

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.

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