Senior 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 Agenda and Agenda 2063.
The mission will be guided by ECA’s five 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 Executive Secretary (OES) and supports the Deputy Executive Secretary (DES), Programme.

Responsibilities

Within the delegated authority and under the direct supervision of the Senior Programme Management Officer and the overall guidance of the Deputy Executive Secretary, the incumbent manages the daily operations of the Office of the Deputy Executive Secretary and all activities related to the office, including the daily flow of information between the ODES and substantive Divisions and Units, SROs, and IDEP, as well as with partners and other relevant stakeholders. The incumbent also provides secretarial and document processing services and carries out any other functions including assisting in the administrative duties as assigned.
1. Manages the daily operations of the Deputy Executive Secretary’s office by:
•Facilitating the timely flow of documents/communication/messages to and from the Deputy Executive Secretary;
•Receives all incoming correspondences addressed to the Deputy Executive Secretary’s Office; manages the time of the Deputy Executive Secretary, including establishing/ arranging appointments, maintaining the Deputy Executive Secretary’s calendar, receiving and directing visitors, placing and screening calls and answering queries, making contacts with
embassies, UN agencies, international institutions, government offices, SROs, etc.;
•Handling and maintaining policy, confidential, and general management files, including all correspondences;
•Drawing the Deputy Executive Secretary’s attention to important, sensitive, and time-bound information. Following up the implementation of assignments from the Deputy Executive Secretary to staff;
•Establishing and maintaining a document/ work assignment tracking system including receiving, screening, logging, and routing as well as maintaining a system for follow-up and retrieval;
•Maintaining chronological file on all outgoing and incoming correspondences; making travel arrangements for the Deputy Executive Secretary including travel itinerary, booking, logistical requirements, visa, all protocol, and other administrative matters;
•Maintaining regular contact with the Deputy Executive Secretary while on missions; when the nature of correspondence is urgent and important, bring it to the attention of the Deputy Executive Secretary immediately, sometimes calling her from a meeting, while on mission by phone wherever she may be when absent from duty station;
•In her absence, ensure that such correspondence is brought to the attention of responsible officials and take appropriate follow-up action; updating mailing lists and other relevant contacts;
•Checking and clearing for format presentation and accuracy of all outgoing correspondences submitted for the Deputy Executive Secretary’s signature;
•Monitoring all outgoing calls made by staff in the Office of the Deputy Executive Secretary/ consultants including maintaining proper records and submitting reports to Finance.
2. Provides secretarial and document processing services by:
•Drafting on the request of the Deputy Executive Secretary routine correspondences like letters, memos, note verbales, etc.;
•Using email for the exchange of information, including dispatching all outgoing mail;
•Providing background materials and information and proposing solutions to queries from within and outside the Office;
•Assisting in the preparation and servicing of conferences/workshops/meetings by: (i) establishing contact with the invitees; (ii) following up on the invitation letters; (iii) ensuring preparation and distribution of documents, etc.;
•Participating in the organization and preparation of staff meetings;
•Preparing and updating the proposed calendar of conferences, meetings, seminars, and workshops of the Deputy Executive Secretary.
3. Carries out any other functions by:
•Assisting staff of the Office of the Executive Secretary when requested;
•Liaising and working closely with Administrative Assistants in the Office of the Executive Secretary, various substantive Divisions at ECA headquarters, as well as in SROs and IDEP, with regard especially to channeling correspondences and related communication from Directors to the DES and vice versa.
•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.
•Assists with visualizations and updating information material such as web pages or brochures.

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. The ability to perform analysis, modelling, 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. 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.
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.
Accountability:
Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within the prescribed time, cost, and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight, and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

Work Experience

A minimum of 10 years of progressively responsible experience in administrative support
services or related functions are required. The minimum years of relevant experience is reduced to eight (8) for candidates who possess a first-level university degree or higher.
Experience in filing and using office equipment is required.

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. 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.
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 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 based on 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.