Job Title: Staff Assistant, G5
Department/ Office: OFFICE OF STRATEGIC PLANNING AND PROGRAMME MANAGEMENT
Duty Station: ADDIS ABABA\
Job Opening number: 11-ADM-ECA OSPPM-21320-R-ADDIS ABABA
This post is located in the Economic Commission for Africa in the Office of Strategic Planning and Programme Management (OPM).
Responsibilities
Under the direct supervion of the Chief of Section and the overall supervision of the Administrative Assistant, the incumbent is 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 on-going 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.
• Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.
• Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.
• 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.
• May provide some specialized support to 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 work unit.
• Performs 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.
• 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.
• 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& 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. Proficiency in using advanced functions on UN standard computer applications, including Lotus Notes, standard enterprise software as well as knowledge of administrative and office management functions are required.
Work Experience
Five years of responsible experience in administrative and general office support is required.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and/or French is required. Knowledge of the other working language is an advantage.
Assessment Method
Eligible candidates will take written test and competency based interview.
Special Notice
Appointment against this post is on a local basis. If an external candidate is selected, his/her appointment will be subject to passing the Addis Ababa Administrative Assessment Support Test (ASAT), a prerequisite for recruitment consideration in the General Service category in 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.
To Apply : http://goo.gl/99gy0
Department/ Office: OFFICE OF STRATEGIC PLANNING AND PROGRAMME MANAGEMENT
Duty Station: ADDIS ABABA\
Job Opening number: 11-ADM-ECA OSPPM-21320-R-ADDIS ABABA
This post is located in the Economic Commission for Africa in the Office of Strategic Planning and Programme Management (OPM).
Responsibilities
Under the direct supervion of the Chief of Section and the overall supervision of the Administrative Assistant, the incumbent is 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 on-going 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.
• Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.
• Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.
• 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.
• May provide some specialized support to 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 work unit.
• Performs 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.
• 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.
• 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& 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. Proficiency in using advanced functions on UN standard computer applications, including Lotus Notes, standard enterprise software as well as knowledge of administrative and office management functions are required.
Work Experience
Five years of responsible experience in administrative and general office support is required.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and/or French is required. Knowledge of the other working language is an advantage.
Assessment Method
Eligible candidates will take written test and competency based interview.
Special Notice
Appointment against this post is on a local basis. If an external candidate is selected, his/her appointment will be subject to passing the Addis Ababa Administrative Assessment Support Test (ASAT), a prerequisite for recruitment consideration in the General Service category in 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.
To Apply : http://goo.gl/99gy0