Org. Setting and Reporting

This post is located in the Office of the Executive Secretary of the United Nations Economic Commission for Africa.

The incumbent works under the direct supervision of the Executive Secretary.

Responsibilities

Within delegated authority, the Personal Assistant to the Executive Secretary will be responsible for the following duties: 

1. Manages the daily operation of the Executive Secretary’s office by:

• Facilitating timely flow of documents/communication/messages to and from the Executive Secretary; receive all incomings addressed to the Executive Secretary’s Office; managing the time of the Executive Secretary including establishing/arranging appointments, maintaining 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, Sub Regional Offices (SROs), etc.; 
• Handling and maintaining policy, confidential and general management files including all correspondences; 
• Drawing Executive Secretary’s attention to important, sensitive and time-bound information; 
• Following up implementation of assignments from the 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 Executive Secretary including travel itinerary, booking, logistical requirements, visa, all protocol and other administrative matters; 
• Maintaining regular contacts with Executive Secretary while on missions; 
• When nature of correspondence is urgent and important, bring to the attention of the Executive Secretary immediately, sometimes calling him/her from a meeting, while on mission by phone wherever he/she may be when absent from duty station;
• In his/her absence, ensure that such correspondence is brought to the attention of responsible officials and take appropriate follow-up action; 
• Updating mailing list and other relevant contacts; 
• Checking and clearing for format presentation and accuracy all outgoing correspondences submitted for the Executive Secretary’s signature; 
• Monitoring all out-going calls made by staff in the Office of the Executive Secretary/consultants including maintaining proper records and submitting reports to Finance Section.

2. Provides secretarial and document processing services by:

• Drafting on the request of the Executive Secretary routine correspondences like: letters, memos, note Verbales etc. 
• Using e-mail for exchange of information
• Dispatching all outgoing mails 
• Providing background materials and information and propose 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 proposed calendar of conferences, meetings, seminars and workshops of the Executive Secretary.

3. Carries out any other functions by:

• Assisting any staff of the Office of the Executive Secretary when requested 
• Liaising and work closely with SROs Staff
• Performing other duties as requested

Competencies

Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, contract administration, database management, etc. Knowledge of Microsoft applications, including Excel, and ERP applications such as Umoja or similar SAP applications. Knowledge of web-based real time monitoring and analytics of functional activities and processes. Ability to apply knowledge of various United Nations administrative and financial 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. 

Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

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 Global General Service Test (GGST) administered by Headquarters.

Work Experience

A minimum of ten years of experience in administrative services, finance, accounting, audit or related area is required. Experience working with budget or contracts administration is desirable. Experience working with ERP applications for budget or contracts administration is desirable. Experience working in an Executive Office setting is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of French is highly 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

Recruitment for this position is done on a local basis.

Priority consideration for this job opening will be given to the staff members of the United Nations Secretariat who serve in the duty station specified in the job opening, and hold a fixed-term appointment without service limitation to a specific entity or with service limitation to the entity advertising this position. Other candidates who are exceptionally considered and selected for this job opening may only be employed on the basis of a temporary appointment.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.

Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity.

External candidates will be responsible for any travel expenses incurred in order to take the GGST examination and, in the event of an employment offer, any cost related to travel and relocation to the duty station on appointment and separation. The candidate will also be responsible to obtain any visas and work permits in order to take up the appointment. If selected, external candidates will be recruited on a local basis and would not be entitled to international benefits.

The United Nations is Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

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 or sexual abuse, or crimes other than minor traffic offences, 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.

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.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.