ADMINISTRATIVE ASSISTANT

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 solutions 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 Secretary of the Commission & Legal Unit, Office of the Deputy Executive Secretary Programme Support (DES-PS) at the United Nations Economic Commission for Africa (UNECA). The incumbent of the position works under the direct supervision of the Head of Unit or a Legal Officer.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties: • Initiate, review, processes, and follows up on actions related to the administration of the section’s/unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training, etc., ensuring consistency in the application of UN rules and procedures. • Assists in the administration of the front office/Unit; • Handle a wide range of complex and confidential information in terms of incoming emails and responses, research, and other communications; • Assists with visualizations and updating information materials such as web pages or brochures. • Compile and analyze data. Produce summaries and conclusions for review by the supervisor. • Implement and support improvements to administrative procedures and systems to ensure the smooth functioning of the office, including filing paper and electronic records; • Prepare, process, and classify confidential information; • Handle a wide range of administrative duties/processes (e.g. leave and, travel arrangements, visa applications, expense statements, charges, equipment purchase, service and supply requisitions, conference room bookings, etc.); • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning, and decision making. • Manage and maintain the Secretary of the Commission’s calendar and schedule, including arranging appointments; • Receive and direct visitors; place and screen calls and answer queries; ensure meeting and review documents are available and printed for review; contact embassies, UN agencies, international institutions, and government offices; and ensure efficient coordination of the Director’s calendar, with appropriate consultation to prioritize and resolve conflicts and competing demands; • Convey directives, reports, status updates, and other relevant information to necessary parties, bring sensitive and urgent matters to the attention of the Secretary of the Commission or a Legal Officer; • Screen and prioritize all incoming emails and correspondence; • Compile relevant background documents; • Drafts routine correspondence to respond to inquiries with respect to relevant administrative, financial audit, and personnel matters. • Coordinates extensively with service units and liaises frequently with internal team members. • Draft, edit, and conduct final checks for accuracy of a variety of specialized documentation and related correspondence, e.g. letters of credentials, Notes verbales etc. • Manage individual case files, maintain and update all related correspondence and other documentation are appropriately filed, registered, and follow up as necessary. • Service various committees and other meetings, including assisting in the preparation of pre-, in-, and post-session documents, notes for the Chairperson; establish logs and assign document identification symbols; coordinate with relevant units; prepare and update programme of work, delegation and documents lists; tracks status of meetings and monitors follow-up actions, etc. • Provide technical assistance for meeting arrangements and servicing • Coordinate ceremonies for receipt and signing of credentials and related engagements, ensure timely receipt of legal instruments and other requisite documentation. • Maintain internal databases on cases for tracking and trend analysis; generate a variety of standard and non-standard statistical and other reports from various databases, and post documents in the system. • Provide general office support services; process, draft, edit, proofread, and finalize for signature/approval a variety of correspondences and other communications, specialized legal documentation, etc. Set up and maintain files/records (electronic and paper); schedule appointments/meetings, monitor deadlines, etc. • Provide guidance and train less experienced staff. • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning, and decision making. • Assist with visualizations and updating information, and material such as web pages or brochures. • Perform other related duties as assigned.

Competencies

• Professionalism: Familiarity with relevant legal processes, procedures, and terminology for and processing of legal documents. Knowledge of information management, classification, and retrieval systems. Ability to show tact and discretion in dealing with high-ranking officials and with confidential matters and materials. The ability to perform analysis, modeling, and interpretation of data in support of decision-making. Shows pride in work and 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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& 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

A high school diploma or equivalent is required. The minimum years of relevant experience is reduced to five years for candidates who possess a first-level university degree or higher.

Job – Specific Qualification

Not available.

Work Experience

A minimum of seven (7) years of experience in administrative work, conference servicing, general office support, or related areas is required. Experience in filing and using office equipment is required. Experience working for senior officials in an international organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required; and knowledge of French is desirable. 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 a competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. 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. Internal Applicants – When completing the Candidate Profile form, ensure ALL fields, ALL professional experience, and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. The United Nations Secretariat is committed to achieving a 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence, and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural, and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgment within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira “Contact Us” link.

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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.