Economic Commission for Africa Staff Assistant Temporary Jobs in Ethiopia

This position is located in the Knowledge and Library Services Section (KLSS). The incumbent will work under the supervision to the Chief of the Knowledge and Library Services Section in the Public Information and Knowledge Management Division.



Responsibilities


Within limits of delegated authority, the staff Assistant will 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 the Chief of the Section.
  • Maintains liaison with the Executive Office and with senior officials in other Section 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 Section; 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.
  • Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.
  • 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.
  • 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 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 requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.).
  • Maintains files (both paper and electronic) and databases for work Section.
  • Performs other duties as assigned.


    Competencies

    Professionalism:

  • 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.
  • Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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

    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.

    Education

  • High school diploma or equivalent. Must have passed the United Nations Administrative
  • Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from
    Headquarters.

    Work Experience

  • 5 years of experience in general office support or related area. Knowledge of Umoja is desirable.

    Languages

  • 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.

    Assessment

  • Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.


    Special Notice

  • This job opening is only open to the staff members of the United Nations Secretariat who:
  • serve in the duty station specified in the job opening;
  • hold a permanent, continuing or fixed-term appointment; and
  • have been appointed following the review of the Central Review Panel. Staff members holding an appointment limited to service to a specific entity are not eligible to be considered if this position is outside that entity.
  • Staff members holding a temporary appointment are not eligible for consideration.

    How to Apply

    Interested candidates should apply online by 20th September, 2018


    For more information and job application details, see; Economic Commission for Africa Staff Assistant Temporary Jobs in Ethiopia

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