Job Opening

Posting Title: Administrative Assistant
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: ECONOMIC COMMISSION FOR AFRICA
Duty Station: ADDIS ABABA
Posting Period: 17 March 2016 - 15 April 2016
Job Opening Number: 16-Administration-ECA-57775-R-Addis Ababa (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Special Notice

Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station. Passing the Administrative Support Assessment Test (ASAT) or the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. External candidates will be considered only when no suitable internal candidates are identified from the duty station, and subject to a passing grade on the relevant entry-level examination. If selected, external candidates will be responsible for any expenses incurred in order to take the GGST examination, and, in the event of an employment offer, any cost relating to travel and relocation to the duty station on appointment and separation. The candidate will also be responsible to get any visas and work permits in order to take up the appointment. If selected, external candidates will be recruited on local basis and they would not be entitled to international benefits. Candidates who are short-listed to be considered for this position will be contacted by the recruiter to be scheduled to sit for the GGST at a later date at the duty station.

Org. Setting and Reporting

This position is located at the Economic Commission for Africa, Public Information and Knowledge Management Division. The Administrative Assistant reports to the Director of Public Information and Knowledge Management Division.

Responsibilities

Under the Direct Supervision of the Director, Public Information and Knowledge Management Division and within the delegated authority, the incumbent performs the following tasks:

Human Resources Management
•Coordinates various actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required.
•Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
•Advises staff on visa matters.
•Provides advice and answers general queries on classification procedures and processes.
•Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
•Acts as a focal point for Umoja Related activities of the Division
•Monitors IMIS staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.

Budget and Finance
•Provides expert assistance in the preparation and development of the unit’s work programme and budget.
•Assists in monitoring budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and suggests reallocations of resources and implements the reallocation as necessary.
•Collects data from relevant databases and prepares customized financial reports.
•Provides assistance in the review, and preparation of the medium-term plan and its revisions.
•Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements from departments/offices at headquarters and in the field, including programmatic aspects; ensures compliance with the medium-term plan and other legislative mandates.
•Assists managers in the elaboration of resource requirements for budget submissions.
•Monitors budget implementation/expenditures and recommends reallocation of funds as necessary.
•Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
•Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
•Assists in the preparation of budget performance submissions.
•Assists in finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.

General Administration
•Provides guidance, training and daily supervision to other general service staff in the area of responsibility.
•Provides assistance in drafting of host country agreements, budget agreements, or contributions for grants or other activities as appropriate.
•Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions.
•Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
•Performs other related administrative duties, as required (e.g., operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate seminars, conferences and translations).

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. 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.

•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. Must have passed the United Nations Administrative Support Assessment Test (ASAT) for internal applicants and/or the Global General Service Test (GGST) administered by Headquarters. Degree in Management, Business Administration or related field is highly desirable.

Work Experience

10 years of experience in administrative services, finance, accounting, audit, human resources or related area.

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 another official United Nations language is an advantage.

Assessment

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

United Nations Considerations

Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

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.

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

Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (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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