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Job Opening

Posting Title: Senior Administrative Assistant, G7
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: ECONOMIC COMMISSION FOR LATIN AMERICA AND THE CARIBBEAN
Duty Station: SANTIAGO
Posting Period: 28 December 2016 - 26 January 2017
Job Opening Number: 16-Administration-ECLAC-72094-R-Santiago (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Special Notice

- Appointment for positions in the General Service category is done on a local basis. Applicants shall be recruited in the country or within commuting distance of the office, irrespective of nationality and length of time the candidate may have been in the country. Applicants will be responsible for any expenses incurred in taking the relevant examinations at the duty station, and of any costs related to traveling and relocating to the duty station in the event of an employment offer.
- A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade.
- A staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments.
- Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.
- The expression "Internal candidates", shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15. Please note that 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.
- For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1. The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.

Org. Setting and Reporting

This position is located in the Office of the Executive Secretary. The Senior Administrative Assistant reports to the Executive Secretary and the general supervision of the Chief of the Office of the Executive Secretary.
The Economic Commission for Latin America and the Caribbean is one of the five regional Commissions of the United Nations. It was founded in 1948 with the purpose of contributing to the region's economic and social development. Its mission includes the design, monitoring and evaluation of public policies and the provision of advisory services, expertise and training to Governments, as well as support for regional and international cooperation and coordination activities. Please visit our website at www.eclac.org for further information.

Responsibilities

Under the overall supervision of the Executive Secretary and the general supervision of the Chief of the Office of the Executive Secretary, the Administrative Assistant will be responsible for the following duties:

•Provides guidance, training and daily supervision to other general service staff in the Executive Secretary. Supervises secretarial tasks and provides input on performance as needed, such as:
a) Receives, screens, routes and follows-up all regular and confidential correspondence and publications addressed to the Executive Secretary. Proofreads all correspondence for the signature of the Executive Secretary, checking presentation and accuracy.
b) Receives documentation addressed to the Executive Secretary; distributes them directly to the Executive Secretary, incorporates them to the records of the general incoming documents, or if it is urgent and needs immediate action by a staff member other than the Executive Secretary routes to corresponding official. Keeps the action to be taken by the incumbent, and distributes the rest to appropriate destinataries.
c) Places, receives and screens all calls for the Executive Secretary and answers queries with discretion. This entails making and receiving all the official telephone calls for the Executive Secretary.
d) Places, receives and screens all calls for the Executive Secretary and answers queries with discretion. This entails making and receiving all the official telephone calls for the Executive Secretary
•Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions.
•Coordinates extensively with Divisions and liaises frequently with internal team members both at Headquarters and in Subregional and National Offices.
•Attends meetings within ECLAC or abroad, when required, as Assistant to the Executive Secretary. This involves gathering all the information, documents, and resolutions resulting from each session; coordinating press interviews and press conferences with the Press Officer.
•Performs other related administrative duties, as required

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.
•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. Secretary/Administrative Assistant Diploma is required.

Work Experience

At least ten years of experience in secretarial, administrative services, protocol matters or related area is required. Experience working with high-level officials is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, advanced knowledge in oral and written English and Spanish is required. Knowledge of another official United Nations language is an advantage.

Assessment

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

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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