Department/ Office
ECONOMIC COMMISSION FOR AFRICA
Duty Station
ADDIS ABABA
Posting Period
17 October 2011-16 November 2011
Job Opening number
11-ADM-ECONOMIC COMMISSION FOR AFRICA-20930-R-ADDIS ABABA
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
This Post is located in the Regional Integration,Infrastructure and Trade Division (RITD) of the United Nations Economic Commission for Africa (UNECA). Under minimal supervision, the incumbent will report to the Director of the Division.
Responsibilities
Manages the daily operation of the Director's office by:
1) Facilitating timely flow of documents/communication/messages to and from the Director. Date stamping and initializing all incoming correspondences addressed to the Division and the Director and registering same in the log book indicating date received, addressees, senders and subject matter. Managing the time of the Director including establishing/arranging appointments, maintaining Director's calendar, receiving and directing visitors, placing and screening calls and answering queries. Making contacts with embassies, UN agencies, government offices, etc. Handling and maintaining policy, confidential and general management files including all correspondences. Following up on implementation of assignments from the Director to staff. Establishing and maintaining a document/work assignment tracking system including receiving, screening, logging and routing all incoming correspondence. Making travel arrangements for the Director including travel itinerary, booking, logistical requirements, visa, all protocol and other administrative matters. Maintaining regular contacts with Director while on missions and informing him/her about urgent action needed. Updating mailing list and other relevant contacts. Checking and clearing of format presentation and accuracy of all outgoing correspondence submitted for the Director's signature. Monitoring all out-going calls made by staff in the division/consultants including maintaining proper records and submitting reports to BFS.
2) Provides secretarial and document processing services by:
Transcribing from draft various correspondences in English and/or French and documents using word processor and other software/programmes such as Microsoft Word, Excel, Access, Power Point, Lotus Notes, Coral Draw as may be required. Drafting on the request of the Director routine correspondence including NoteVerbale for signature. Providing background materials and information to staff within and outside the Division. Assisting in the preparation and servicing of conferences/workshops/meetings/other fora and events including providing secretarial backstopping for the preparation of documents. Participating in the organization and preparation of staff meetings and other special meetings including taking notes /minutes. Drawing Director's attention to important, sensitive and time-bound information. Preparing and updating proposed calendar of conferences, meetings, seminars and workshops of the Division.
3 Carries out any other functions by:
In the absence of the Division's Administrative Assistant, acting in that capacity. Maintaining the IMIS for monthly attendance and overtime. Performing other duties as assigned.
Competencies
PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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.
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.
PLANNING AND 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
High school diploma or equivalent is required. Additional technical training in secretarial, administration, office management or other relevant field is an advantage
Work Experience
A minimum of 5 years of progressively responsible experience in administration and office management functions. Working experience of at least 2 years with the United Nations or other international organisation is an advantage
Languages
Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required; knowledge of the other is desirable. Knowledge of another UN official language is an advantage
Assessment Method
Written assessment and competency-based interview.
Special Notice
Appointment against this post is on a local basis. The Addis Ababa Administrative Assessment Support Test (ASAT) is a prerequisite for recruitment in the General Service category at the Economic Commission for Africa.. Candidates who are successful in the pre-screening process will be contacted by the recruiter and scheduled to sit for the ASAT at a later date. The candidate is responsible for any travel expenses incurred in order to take the examination at the duty station.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
Look Up
test
ECONOMIC COMMISSION FOR AFRICA
Duty Station
ADDIS ABABA
Posting Period
17 October 2011-16 November 2011
Job Opening number
11-ADM-ECONOMIC COMMISSION FOR AFRICA-20930-R-ADDIS ABABA
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
This Post is located in the Regional Integration,Infrastructure and Trade Division (RITD) of the United Nations Economic Commission for Africa (UNECA). Under minimal supervision, the incumbent will report to the Director of the Division.
Responsibilities
Manages the daily operation of the Director's office by:
1) Facilitating timely flow of documents/communication/messages to and from the Director. Date stamping and initializing all incoming correspondences addressed to the Division and the Director and registering same in the log book indicating date received, addressees, senders and subject matter. Managing the time of the Director including establishing/arranging appointments, maintaining Director's calendar, receiving and directing visitors, placing and screening calls and answering queries. Making contacts with embassies, UN agencies, government offices, etc. Handling and maintaining policy, confidential and general management files including all correspondences. Following up on implementation of assignments from the Director to staff. Establishing and maintaining a document/work assignment tracking system including receiving, screening, logging and routing all incoming correspondence. Making travel arrangements for the Director including travel itinerary, booking, logistical requirements, visa, all protocol and other administrative matters. Maintaining regular contacts with Director while on missions and informing him/her about urgent action needed. Updating mailing list and other relevant contacts. Checking and clearing of format presentation and accuracy of all outgoing correspondence submitted for the Director's signature. Monitoring all out-going calls made by staff in the division/consultants including maintaining proper records and submitting reports to BFS.
2) Provides secretarial and document processing services by:
Transcribing from draft various correspondences in English and/or French and documents using word processor and other software/programmes such as Microsoft Word, Excel, Access, Power Point, Lotus Notes, Coral Draw as may be required. Drafting on the request of the Director routine correspondence including NoteVerbale for signature. Providing background materials and information to staff within and outside the Division. Assisting in the preparation and servicing of conferences/workshops/meetings/other fora and events including providing secretarial backstopping for the preparation of documents. Participating in the organization and preparation of staff meetings and other special meetings including taking notes /minutes. Drawing Director's attention to important, sensitive and time-bound information. Preparing and updating proposed calendar of conferences, meetings, seminars and workshops of the Division.
3 Carries out any other functions by:
In the absence of the Division's Administrative Assistant, acting in that capacity. Maintaining the IMIS for monthly attendance and overtime. Performing other duties as assigned.
Competencies
PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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.
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.
PLANNING AND 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
High school diploma or equivalent is required. Additional technical training in secretarial, administration, office management or other relevant field is an advantage
Work Experience
A minimum of 5 years of progressively responsible experience in administration and office management functions. Working experience of at least 2 years with the United Nations or other international organisation is an advantage
Languages
Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required; knowledge of the other is desirable. Knowledge of another UN official language is an advantage
Assessment Method
Written assessment and competency-based interview.
Special Notice
Appointment against this post is on a local basis. The Addis Ababa Administrative Assessment Support Test (ASAT) is a prerequisite for recruitment in the General Service category at the Economic Commission for Africa.. Candidates who are successful in the pre-screening process will be contacted by the recruiter and scheduled to sit for the ASAT at a later date. The candidate is responsible for any travel expenses incurred in order to take the examination at the duty station.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
Look Up
test