United Nation Economic Commission for Africa (ECA)

Position: Staff Assistant

Job Time: Full-Time

Job Type: Permanent

Place of Work: Addis Ababa, Ethiopia

Application Deadline: May, 06/2023

 Organization 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 the 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 Macroeconomic and Governance Division (MGD), Economic Governance and Public Finance Section (EGPFS) at the Economic Commission for Africa (ECA). The incumbent works under the direct supervision of the Chief of EGPFS.

Responsibilities

Within delegated authority, the Staff Assistant will be responsible for the following duties:

• Performs, under minimal supervision, the full range of office management and administrative support functions; typically provides direct assistance to a senior officer or manager responsible for a major programme, such as a branch or division.

• Maintains liaison with the Executive Office and with senior officials in other units regarding ongoing programmes and other administrative matters; monitors processes and schedules related to the unit’s outputs, products, tasks, etc.

• Ensures smooth and efficient information flow within the unit; prepares and processes confidential information; assists in the development of office administrative systems and procedures.

• Conducts research including literature reviews, data searches and analyses and, compiles and summarizes background materials for use in the preparation of reports, briefs, speeches, etc.

• Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.

• Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.

• Attends meetings, prepares minutes, and monitors follow-up activities.

• Responds or drafts responses to a wide range of correspondence and other communications; uses standard word processing packages and PowerPoint to produce a wide variety of large, complex documents and reports.

• Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.

• Carries out quality control function for outgoing documents; proofreads and edits texts for adherence to format, grammar, punctuation and style.

• Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).

• Assists in the preparation of presentation materials using appropriate technology/software.

• May provide some specialized support to the unit (e.g. technology support, editing, desktop publishing, etc.).

• Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.

• Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.).

• Maintains files (both paper and electronic) and databases for the work unit.

• 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.

• Performs other duties as assigned.

Competencies

• Professionalism – Knowledge of general office and administrative support including administrative policies, processes and procedures. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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.

• 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.

• 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.

• A first-level degree (Bachelor's degree or equivalent) in Administration or related fields with reduced years of relevant work experience may be accepted. The required minimum years of experience is reduced to three for candidates with a first-level degree (Bachelor’s degree or equivalent).

Work Experience

• Five years of experience in general office support or related area is required.

• Experience in data collection and analysis 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 another official United Nations language is an advantage.

How to Apply

Register using THIS LINK