Job Opening

Posting Title: Staff Assistant, G6
Job Code Title: STAFF ASSISTANT
Department/Office: Economic Commission for Africa
Duty Station: ADDIS ABABA
Posting Period: 23 October 2020 - 21 November 2020
Job Opening Number: 20-Administration-ECA-143373-R-Addis Ababa (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

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

The mission is guided by ECA’s five new 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 solution 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 Director, Division of Administration (DoA), Economic Commission for Africa, in Addis Ababa, Ethiopia. The Senior Staff Assistant works under the direct supervision of the Director, DoA.

Responsibilities

Within limits of delegated authority, Staff Assistant will be responsible for:

Office Management:
•Assists in the overall administration of the front office;
•Managing and maintaining the Director’s calendar and schedule, including: Arranging appointments; receiving and directing visitors; placing and screening calls and answering queries; ensuring meeting and review documents are printed for review; contacting embassies, UN agencies, international institutions, government offices, Sub Regional Offices (SROs), etc.; and ensuring coordinated scheduling and time management of the Director’s calendar, with appropriate consultation to prioritize and resolve conflicts and competing demands;
•Conveying directives, reports, status updates and other relevant information to necessary parties, bringing sensitive and urgent matters to the Director’s attention;
•Screening and prioritizing all incoming emails and correspondence; compiles relevant background documents; identifies issues requiring the Director’s attention and refers others to relevant officers for appropriate action; follows up on actions to be taken;
•Researching, compiling and summarizing materials for use in preparing reports, briefs, presentations, etc;
•Handling a wide range of complex and confidential information in terms of incoming emails and responses, research, and other communications;
•Assisting in compiling and analyzing data, producing summaries and conclusions for review by the Administrative Assistant and Administrative Officer;
•Working to improve administrative procedures and systems to ensure smooth functioning of the Division, including filing (paper and electronic) systems;
•Preparing, processing and classifying confidential information;
•Handling a wide range of administrative duties/processes (e.g. leave and attendance, timesheets, travel arrangements, visa applications, expense statements, charges, equipment purchase, service and supply requisitions, conference room bookings, etc.);
•For outgoing documents, proofreading and editing text for adherence to format, grammar, punctuation and style;
•Assisting in producing variety of large, complex documents and reports;
•Maintaining tracking on work assignments;

Client Management Support:
Division of Administration (DoA) has agreements with UN clients to provide services on a cost recovery basis. These services include but are not limited to; the provision of office space, conference facilities; financial management services; human resource management services; IT and communications services; and procurement services. The Staff assistant will:
•Facilitates questions/requests from UN agencies and offices that are Division of Administration clients/partners;
•Helps coordinate updates/maintenance to service information (reference documents, service catalogues, pricing information, etc.) and ensures availability of information through internal and client-facing service website/SharePoint;
•Assists in reviews and customization of new/revised service agreements, in coordination with clients/partners;
•Coordinates extensively with service units;
•Monitors client satisfaction (via surveys, emails, and other feedback), and helps identify service improvements.
•Performing other duties as required.

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.


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.


Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent. Must have passed the United Nations Global General Service Test (GGST) administered by the Headquarters. Degree in Business Administration, Office Administration or Secretarial Service is highly desirable.

Work Experience

A minimum of seven years progressive work experience in general office support or related area.
Knowledge of cost recovery mechanism and procedure is required.
Experience of working in the Executive Office or with Senior Managers is highly desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of French is desirable.

Assessment

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

Special Notice

The post is funded through extra budgetary resources and extension of the appointment is subject to the availability of the funds.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

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.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

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

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