Associate Administrative Assistant

Volunteering Admin

Overview

Provide administrative support and coordinate office activities effectively.

You have:

• 3 years of experience in administrative functions.
• Proficiency in Microsoft Office Suite (Word, Excel).
• Good knowledge of information technology related to office management.
• Ability to communicate effectively in English and/or French.
• Capability to maintain a high-quality client-oriented approach.

Contract

This is a UNV National Expert contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Expert contracts.

Established by the Economic and Social Council (ECOSOC) of the United Nations (UN) in 1958 as one of the UN's five regional commissions, ECA's mandate is to promote the economic and social development of its member States, foster intra-regional integration, and promote international cooperation for Africa's development. Made up of 54 member States and playing a dual role as a regional arm of the UN and as a key component of the African institutional landscape, ECA is well positioned to make unique contributions to address the Continent’s development challenges. ECA’s strength derives from its role as the only UN agency mandated to operate at the regional and subregional levels to harness resources and bring them to bear on Africa's priorities. ECA is headed by an Executive Secretary, who is assisted by two Deputy Executive Secretaries. This position is located in the Sub-regional Office for Central Africa of the United Nations Economic Commission for Africa (ECA) in Yaoundé, Cameroon. The Sub-Regional Offices (SROs) exist to leverage ECA's comparative advantage to bear on sub-regional efforts for sustained growth and inclusive socio-economic transformation. The work of the SROs informs policy and decision-making, contributes to the harmonization of national policies in support of regional integration efforts, and generates knowledge through comprehensive studies on key development imperatives, on-going sub- regional initiatives, as well as through the periodical production of country and sub-regional profiles and risk analysis. The work of the Sub-Regional Office is to enhance the capacity of member States to formulate evidence-based plans and policies, produce and disseminate quality and timely statistics, and carry out policy analysis in support of national and sub- regional development priorities. SROs also strengthen the capacity of regional economic communities and other Sub-regional actors to accelerate the design or implementation of sub-regional initiatives. The key areas of focus of the SROs are (i) Maintenance of a Sub- Regional Data Centre; and (ii) Rendering Support to the Design and Implementation of Sub- Regional Initiatives. The Director reports to the Deputy Executive Secretary (Programme) – D2. The UN Volunteer will work primarily with the Administration and Finance Unit with close interaction with other Sections.

The Administrative Assistant provides support to administrative operations performing a variety of standard administrative processes ensuring high quality and accurate services, promoting a client, quality, and results-oriented approach. Works closely with both external clients, such as the Government, IGOs, Office staff and other UN partners to exchange information and ensure consistent service delivery especially during activities organized by the Office.

Within the delegated authority and under the supervision of the Administrative and Finance Officer or his/her designated mandated representative(s), the Administrative Assistant will:

Performs a wide range of office support and administrative functions. Operates -*office equipment. Prepare routine correspondence, formats and edits complex documents using standard word processing package. Maintains paper and electronic filing systems of records, correspondence, and other meeting materials. Takes down minutes during preparatory meetings and updates the list of invitees. Sends invitation letters and follows up by telephone call and email message. Provides useful information to participants concerning the meeting documents, venue, etc.; Researches, compiles and organizes information and reference materials from various sources for reports, briefings, meetings/conferences, etc.; Assists in finalizing the evaluation reports of meetings. Assists in the general logistic arrangements of meetings. Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. Drafts routine correspondence. Maintains files of rules, regulations, administrative instructions, and other related documentation. Maintains up-to-date work unit files (both paper and electronic).
Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. Organizes and coordinates administrative arrangements for seminars, conferences and translations. 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. Performs other duties as assigned.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities.
Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; Assist with the UNV Buddy Programme for newly arrived UN Volunteers; Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible

Results/expected outputs:

The Administrative Assistant provides the full range of office management and administrative support services. Effectively tracks; monitors and provides quality control of key deliverables. Well managed and organized filing system and data. A good team player, efficient, timely, responsive, client-friendly and high-quality support to programmes and meetings organized.

Results/Outputs can be modified as appropriate; should not entirely mirror the task description but serve as a basis for workplan and deliverables]

High quality of communication between staff members and external clients; High quality of documents produced; Accuracy and precision of response to assignments, etc.; Respect of deadlines and quality of follow-up on pending tasks; All initiated actions properly documented/traced and followed-up; Proper application of rules and regulations.

Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment. A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.

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. Able to perform analysis, modelling, and interpretation of data in support of decision-making.

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.

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.

administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Demonstrates good knowledge of information technology and applies it in work assignments.

Yaoundé is the political capital of Cameroon and the second most populated city in the country after Douala. The official languages of Cameroon are English and French.

Yaoundé features a tropical wet and dry climate with constant temperatures throughout the year and high temperatures ranging from 27 to 29 degrees C. Yaoundé also features a lengthy wet season covering a ten-month span between February and November. However, there is a noticeable decrease in precipitation within the wet season, seen during the months of July and August.

ECA/SRO-CA is a Regional Office for Central Africa and located behind the Old Presidency of the Republic of Cameroon in Yaoundé district, where most Government offices are found. Several services banks, restaurants and supermarkets are not far from there.

Transportation in Yaoundé can be done by taxi, although it is recommended to call private taxis rather than street taxis for security reasons. The security situation in the city of Yaoundé is partially satisfactory. Petty crime is the main threat. Electricity cuts and water shortages are frequent.

Visa, passport and yellow fever vaccination card are required for entry. Other vaccinations are strongly recommended.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: unv.org