UN Staff Assistant Jobs in Addis Ababa Ethiopia

UN Staff Assistant Jobs in Addis Ababa Ethiopia


  • This position is located in the Strategic Planning, Oversight and Results Division (SPORD).

  • The Staff Assistant reports to the Director of the Division.

    Responsibilities

    Within delegated authority, the Staff Assistant will be responsible for the following duties:

    • Assists in the overall administration of the division, i.e. provides substantive and administrative support in managing priorities and work flow of the manager and of the work unit; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.

    • Compiles and analyzes basic data from a variety of sources (including Umoja), summarizing and presenting conclusions for review by manager.

    • Serves as a communications link between supervisor and senior staff; on behalf of supervisor, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the manager.

    • Takes full responsibility for time management and scheduling on behalf of manager with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.

    • Undertakes representational duties on behalf of the manager, to include serving as first point of contact and liaison with senior officials internally and externally.

    • Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager's attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.

    • Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc; scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the manager.

    • Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications.

    • Supports the manager in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.

    • Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems.

    • Oversees work of office support staff; establishes priorities and deadlines, assigns work and reviews outputs upon completion; trains office support staff in administrative, protocol and other relevant procedures

    • Organizes official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.).

    Prepares, processes and classifies confidential information.

    • Handles a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.).

    • Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.

    • 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.

    • 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.

  • 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.

  • Must have passed the United Nations Global General Service Test (GGST).

    Work Experience

  • Seven years of experience in general office support or related area is required.

  • Experience in servicing high level meetings including intergovernmental forums 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.

    How to Apply

    For more information and job application details, see; UN Staff Assistant Jobs in Addis Ababa Ethiopia

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