Administrative Assistants at Economic Commission for Africa (ECA)

Economic Commission for Africa (ECA)

Position: Administrative Assistants

Application Deadline: September, 14/2023 

Organization Setting and Reporting

This position is located in the Office of the Chief of Staff and reports to the Chief of Staff (D1).

Responsibilities

Within the limits of delegated authority, the Administrative Assistant will be responsible for the following duties:

General Administration

• Manages the calendar of meetings and appointments of the Chief of Staff and oversees the Office calendar.

• Screens and prioritizes all incoming correspondence, ensuring handling with appropriate sensitivity, compiles relevant background documents and references, identifies issues requiring the Chief of Staff's attention and refers others to relevant officers for appropriate disposition, monitors and follows up on actions to be taken.

• Prepares and organizes documentation for official business trips and meetings. Keeps others informed by conveying directives, reports, status updates and other relevant information, and brings sensitive and urgent matters to the attention of the Chief of Staff.

• Assists in the overall administration of the office, provides substantive and administrative support in managing priorities and workflow in the Office of the Chief of Staff, and coordinates multiple and diverse activities and work processes to ensure management of directives and decisions.

• Handles a wide range of administrative duties and processes, including leave requests, attendance records, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchases, service and supply requisitions, conference room booking, etc.

• Coordinates the provision of guidance, training and daily supervision to other staff in the area of responsibility.

• Provides assistance in the drafting of budget agreements and contributions for grants or other activities as appropriate.

• Identifies and resolves diverse issues and problems as they arise, determining the appropriate actions.

• Coordinates extensively with service units and liaises frequently within the office as well as with UN Headquarters, with the African Union Commission, and with permanent missions as required.

• Performs other related administrative duties, as required e.g. operational travel program, monitoring accounts and payments to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizing and coordinating seminars, conferences and translations.

Human Resources Management

• Coordinates actions with respect to transactions related to the administration of the office’s human resources activities, e.g. recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members, training, etc., ensuring consistency in the application of UN rules and procedures. Liaises with relevant administrative and human resources offices as required.

• Oversees the maintenance of vacancy announcement files and keeps track of the status of vacancy announcements.

• Maintains records of the performance of evaluation status of the section. Assists in formulating responses related to rebuttal cases.

• Advises staff on visa matters and other relevant rules and regulations; coordinates the induction and orientation of new staff members in the office.

• Provides advice and answers queries on classification procedures and processes.

• Provide information and advice to staff/consultants with respect to conditions of service, duties, and responsibilities, privileges and entitlements under the Staff Rules and Regulations.

• Monitors the office staffing stable for a variety of human resources activities, eg. appointments, retirements, expiration of appointments, reassignments, transfers and movement of staff.

Budget and Finance

• Provides expert assistance and coordination in the preparation and development of the office's work plan and budget.

• Assists in monitoring budget/work plan with respect to various budgets, on a regular basis, suggests reallocations of resources and implements the reallocations as necessary.

• Collects data from relevant databases and prepares customized financial reports when required.

• Reviews, analyzes and assists in the finalization of the cost estimates and budget proposals in terms of staff and non-staff requirements for the section including programmatic aspects.

• Assists managers in the elaboration of resource requirements for budget submissions.

• Monitors budget implementation/expenditures and recommends reallocation of funds as necessary.

• Reviews and verifies the availability of funds for all requisitions ensuring that the correct object of expenditure has been charged. Ensures that the allotments and exchange rates within the relevant systems are updated on a regular basis.

• Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.

• Assists in the preparation of the year-end budget performance report submissions.

• Assists in finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.

Competencies

Professionalism: Knowledge. 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. [Add gender indicator here].

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. Tailor's language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.

Planning and organizing: Develop 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.

Work Experience

• A minimum of five (5) years of progressively responsible experience in travel administration or related areas is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level degree or higher.

Languages

• English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English (both oral and written) is required; knowledge of French is desirable.

How to Apply

• Register using THIS LINK