|Posting Title:||Senior Administrative Assistant, G7|
|Job Code Title:||SENIOR ADMINISTRATIVE ASSISTANT|
|Department/Office:||Economic Commission for Africa|
|Duty Station:||ADDIS ABABA|
|Posting Period:||22 October 2020 – 20 November 2020|
|Job Opening Number:||20-Administration-ECA-143134-R-Addis Ababa (R)|
Org. Setting and Reporting
The Economic Commission for Africa’s (ECA) 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 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 solution 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 Director, Division of Administration (DoA) of the United Nations Economic Commission for Africa in Addis Ababa, Ethiopia. The Senior Administrative Assistant works under the direct supervision of the Administrative Officer, and overall supervision of the Director of Administration.
Within delegated authority and in the operating context of the front office of the Division of Administration, the Senior Administrative Assistant will be responsible for the following duties:
Human Recourses Service Section:
In consultation with Human Recourses Service Section:
•Coordinates activities related to the front office’s human resource activities, including for consultants and independent contractors;
•Oversees the maintenance of vacancy announcements and keeps track of status of vacancy announcements;
•Reviews and processes personnel actions through Umoja;
•Advises staff on visa matters;
•Provides advice 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;
•Monitors the office’s staffing table for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff;
•Assists with day-to-day administration of contracts for external contractors, including compound access and equipment. Reviews invoices against goods and services provided, processes payment of contractors’ invoices, and monitors payments against contract terms.
Operational Support and Service Provisioning
•Facilitates questions/requests from UN agencies and offices that are Division of Administration clients/partners;
•Helps coordinate updates/maintenance to service information (reference documents, service catalogues, pricing information, etc.) and ensures availability of information through internal and client-facing service website/SharePoint;
•Assists in reviews and customization of new/revised service agreements, in coordination with clients/partners;
•Coordinates extensively with service units;
•Monitors client satisfaction (via surveys, emails, and other feedback), and helps identify service improvements.
•Monitors the Director’s incoming emails ensuring confidentiality of sensitive information; replies to routine emails and tasking, to relevant staff members; follows up on task completion and provides updates to Director as requested;
•Monitors work of junior staff;
•Assists in drafting official correspondence, Memorandums of Understanding (MOUs), policies, and other agreements;
•Identifies, determines appropriate actions for and resolves issues as these arise;
•Performs other related administrative duties, as required (e.g., travel, space planning, office equipment needs and maintenance);
•Ensures distribution and recording of policy, management directives, changes in processes/procedures, administrative rules etc. to DoA staff, ensures such changes are properly communicated to Agencies, Funds and Programmes etc. if relevant;
•Supports Director in internal and external meetings, including, scheduling, assistance with agendas, capturing minutes and action points and follow-up on action points;
•Brings sensitive and urgent matters to the attention of the Director in a timely manner;
•Processing financial documents, including ensuring utilization of proper cost centres, processing shopping carts, service entry sheets, travel authorization and travel expense reports, fund commitment, requisitioning etc.;
•Assists the Director in reviewing and updating the constitution of committees in ECA in consultation with relevant offices and the Administrative officer;
•Supervises the information management of the Office of the Director, DoA to ensure compliance with the relevant policy and procedure, that information is available to key users, and is updated in a timely manner;
•Performs other duties as required.
•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.
•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.
High school diploma or equivalent. Additional education in business administration, management, public administration or related field is desirable. Must have passed the United Nations Global General Service Test (GGST) administered by the Headquarters.
Ten years of experience in administrative services, finance, human resources or related area is required.
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 French is desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.
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.
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.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
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.
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.
Above texts are copied from United Nations Official Web Page (careers.un.org)
Copyright 2020 United Nations. All rights reserved
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