Staff Assistant

Admin

Overview

Provide administrative support and office management under minimal supervision

You have:

• High school diploma or equivalent is required.
• A minimum of seven years of experience in general office support or related area is required.
• Fluency in oral and written English is required.
• Knowledge of another official United Nations language is an advantage.

Result of Service Results Expected:

- Provides the full range of office management and administrative support at unit level, working under minimal supervision.

- Effectively tracks, monitors and provides quality control of key deliverables.

- Effectively organizes and manages records and data. Discretely handles confidential material/matters.

- Appropriately applies relevant policies, guidelines, procedures and processes.

- Establishes effective working relationships with internal and external contacts at all levels.

Work Location Ethiopia

Expected duration The duration of the contract is 3 months.

Duties and Responsibilities Organizational Setting and Reporting Relationships:

This position is located in the Technology, Climate Change & Natural Resource Management Division (TCND), Economic Commission for Africa (ECA) Addis Ababa.

The Individual Contractor will be responsible for the following duties under the overall guidance of the Senior Administrative Assistant of TCND.

Duties and Responsibilities

• Responsibilities: Within limits of delegated authority and depending on location, Staff Assistants at this level may 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.

• Provide assistant for the upcoming meetings in TCND including the ARFSD.

• Maintains liaison with the Executive Office and with senior officials in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the section'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.

• Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.

• Provides assistance in the coordination of the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.

• Handles a wide range of administrative duties/processes using Umoja, that is travel arrangements, visa. applications, expense statements, telecommunications charges, conference room bookings, etc.).

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

• Responds or drafts responses to a wide range of correspondence and other communications; uses standard word processing package 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 for 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.

• Maintains calendar/schedules; monitors changes and communicate 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 OR: 20-Economic Commission for Africa-134287-Individual Contractor Page 2 of 3 requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.).

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

• Performs other duties as assigned.

Work implies frequent interaction with the following:

- Staff in related organizational units across the institution.

- Visitors and representatives from Permanent Missions, UN Common System Organizations, etc.

- Contacts in other international organizations, government institutions, non-governmental organizations, universities, the media, etc.

Qualifications/special skills Academic Qualifications: High school diploma or equivalent is required.

Experience: A minimum of seven years of experience in general office support or related area is required.

Language: 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 another official United Nations language is an advantage.

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.

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Added 3 years ago - Updated 1 year ago - Source: careers.un.org