• Maintain the Chief's office to run smoothly as per the ToR.
• Easy retrieval filing and maintaining documents when requested
• Receive, follow up and upload all incoming payment in the system
• Cover staffs at the Chief's office when staffs are involved with Training and leave of absence
• Handling outgoing and incoming correspondences
Addis Ababa
6 months after signing the contract at HRSS. Probability to extend this JO for another 3 months.
These position is located in Finance and Budget Section within the in the Division of Administration in United Nation of Economic Commission for Africa. Addis Ababa, Ethiopia. The staff assistant will be reporting directly to the Chief of Finance and Budget Section. Within delegated authority, the Staff Assistant will be responsible for the following functions:
• Give direct assistant in secretarial work activities as per request to the chief’s office and unit chiefs of FS Section
• Managing the Chief’s calendar, take appointments, schedule meetings. Make, receive and screen telephone calls and answer to all their queries with discretion. Make visitor to the sections feel welcome and assist them with their queries accordingly.
• Ensuring smooth and efficient information flow within the section. Prepare, proofread confidential memorandums, letters, routing slips and make sure they adhere with UN format. Compiles and summarizes background materials for use in preparing finical reports, summaries, of the section.
• Provide in prioritizing matters that needs the Chief’s attention and follow-up upon their completion.
• Maintains records of inventories supplies
• Assist in retrieving and locating documents to verify the accuracy and legitimacy for account balances in payable, receivables and disbursement accounts activities
• Handling outgoing correspondences which include preparing memorandums facsimile messages, letters, routing slips & report, checking for adherence to formats, clarity of language and accuracy of documents before it is signed by the Chief of the Finance section.
• Handling all incoming correspondences by registering them in correspondence tracing system. Distribute all incoming document to the correct Units so that action will be taken and follow up urgent matters till their completion.
• Updating the tracking system by indicating to whom the documents have been refereed and check upto for their completion.
• Distribution of all incoming correspondences with instruction to unit chiefs and/or staff members for action.
• Follow-up on outgoing or incoming letters that require action to be taken
• Take a lead part to facilitate the undertaking of the new Records Management for Common Administrative Activities using Unite Docs platform.
• File, Scan and upload all documents as appropriate into the new Unite Doc. Archive management and retrieve documents from this new archive system when requested. Give briefing to staff on the new archive policy and procedures when as per the need arise.
• Ensure that all 5 archive rooms are kept neat and capture all file in its appropriate shelves and file place
• Performs other duties as assigned.
Academic Qualifications: High school diploma or equivalent is required. Certificate/course work/training in accounting, secretarial practice or Administrative area is highly desirable.
Experience: A minimum of four years of experience in secretarial practice, and office management, filling and archiving record IT or a related area is desirable. Knowledge of Umoja is an advantage.
Language: English and French are the working languages of the United Nations Secretariat. Fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
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.