UNECA - Economic Commission for Africa
UNECA Addis Ababa
Posting Title: Personal Assistant to the Deputy Executive Secretary, Programme, G7 (Temporary Job Opening)
Job Code Title: SENIOR ADMINISTRATIVE ASSISTANT
Department/Office: Economic Commission for Africa
Duty Station: ADDIS ABABA
Posting Period: 15 September 2022 – 28 September 2022
Job Opening Number: 22-Administration-ECA-191065-J-Addis Ababa (R)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organisational Setting and Reporting
ECA’s mission, objective and strategic directions: ECA’s mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 Agenda and Agenda 2063. The mission will be guided by ECA’s five strategic directions which are advancing ECA’s position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent’s problems and take local solutions to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure, and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa’s position at the global level and developing regional responses as a contribution to global governance issues.
This position is located in the Office of the Executive Secretary (OES) and supports the Deputy Executive Secretary (DES), Programme.
Under the direct supervision of the Senior Programme Management Officer and the overall guidance of the Deputy Executive Secretary, the incumbent manages the daily operations of the Office of the Deputy Executive Secretary and all activities related to the office, including daily flow of information between the ODES and substantive Divisions and Units, SROs, and IDEP, as well as with partners and other relevant stakeholders. The incumbent also provides secretarial and document processing services and carries out any other functions including assisting in the administrative duties as assigned.
1. Manages the daily operations of the Deputy Executive Secretary’s office by:
- Facilitating timely flow of documents/communication/messages to and from the Deputy Executive Secretary;
- Receives all incoming correspondences addressed to the Deputy Executive Secretary’s Office; managing the time of the Deputy Executive Secretary, including establishing/ arranging appointments, maintaining Deputy Executive Secretary’s calendar, receiving and directing visitors, placing and screening calls and answering queries, making contacts with embassies, UN agencies, international institutions, government offices, SROs, etc.;
- Handling and maintaining policy, confidential and general management files, including all correspondences;
- Drawing Deputy Executive Secretary’s attention to important, sensitive and time-bound information. Following up implementation of assignments from the Deputy Executive Secretary to staff;
- Establishing and maintaining a document/ work assignment tracking system including receiving, screening, logging and routing as well as maintaining a system for follow-up and retrieval;
- Maintaining chronological file on all outgoing and incoming correspondences; making travel arrangements for the Deputy Executive Secretary including travel itinerary, booking, logistical requirements, visa, all protocol and other administrative matters;
- Maintaining regular contacts with Deputy Executive Secretary while on missions; when nature of correspondence is urgent and important, bring to the attention of the Deputy Executive Secretary immediately, sometimes calling her from a meeting, while on mission by phone wherever she may be when absent from duty station;
- In her absence, ensure that such correspondence is brought to the attention of responsible officials and take appropriate follow-up action; updating mailing lists and other relevant contacts;
- Checking and clearing for format presentation and accuracy all outgoing correspondences submitted for the Deputy Executive Secretary’s signature;
- Monitoring all out-going calls made by staff in the Office of the Deputy Executive Secretary/ consultants including maintaining proper records and submitting reports to Finance.
2. Provides secretarial and document processing services by:
- Drafting on the request of the Deputy Executive Secretary routine correspondences like: letters, memos, note verbales etc.;
- Using email for exchange of information, including dispatching all outgoing mails;
- Providing background materials and information and propose solutions to queries from within and outside the Office;
- Assisting in the preparation and servicing of conferences/workshops/meetings by: (i) establishing contact with the invitees; (ii) following-up on the invitation letters; (iii) ensuring preparation and distribution of documents, etc.;
- Participating in the organization and preparation of staff meetings;
- Preparing and updating proposed calendar of conferences, meetings, seminars and workshops of the Deputy Executive Secretary.
3. Carries out any other functions by:
- Assisting staff of the Office of the Executive Secretary when requested;
- Liaising and working closely with Administrative Assistants in the Office of the Executive Secretary, various substantive Divisions at ECA headquarters, as well in SROs and IDEP, with regard especially to channeling correspondences and related communication from Directors to the DES and vice versa.
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.
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.
Accountability: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
High school diploma or equivalent is required.
Must have passed the Global General Service Test (GGST) – refer to Special Notice section for more details.
A minimum of 10 years of progressively responsible experience in administrative support services or related functions is required.
Experience filing and using office equipment is required.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required; and knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
- This position is temporarily available 364 days. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
- While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
- Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.
- This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.
- Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
- Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. The United Nations Secretariat is a non-smoking environment.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
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.