United Nations Economic Commission for Africa - Personal Assistant to the Executive Secretary Jobs in Ethiopia
This post is located in the Office of the Executive Secretary of the United Nations Economic Commission for Africa.
The incumbent works under the direct supervision of the Executive Secretary.
Within delegated authority, the Personal Assistant to the Executive Secretary will be responsible for the following duties: Facilitating timely flow of documents/communication/messages to and from the Executive Secretary; receive all incomings addressed to the Executive Secretary’s Office; managing the time of the Executive Secretary including establishing/arranging appointments, maintaining 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, Sub Regional Offices (SROs), etc.;
Manages the daily operation of the Executive Secretary’s office by:
Handling and maintaining policy, confidential and general management files including all correspondences;
Drawing Executive Secretary’s attention to important, sensitive and time-bound information;
Following up implementation of assignments from the 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 Executive Secretary including travel itinerary, booking, logistical requirements, visa, all protocol and other administrative matters;
Maintaining regular contacts with Executive Secretary while on missions;
When nature of correspondence is urgent and important, bring to the attention of the Executive Secretary immediately, sometimes calling him/her from a meeting, while on mission by phone wherever he/she may be when absent from duty station;
In his/her absence, ensure that such correspondence is brought to the attention of responsible officials and take appropriate follow-up action;
Updating mailing list and other relevant contacts;
Checking and clearing for format presentation and accuracy all outgoing correspondences submitted for the Executive Secretary’s signature;
Monitoring all out-going calls made by staff in the Office of the Executive Secretary/consultants including maintaining proper records and submitting reports to Finance Section.
Provides secretarial and document processing services by:
Drafting on the request of the Executive Secretary routine correspondences like: letters, memos, note Verbales etc.
Using e-mail for exchange of information
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 Executive Secretary.
Carries out any other functions by:
Assisting any staff of the Office of the Executive Secretary when requested
Liaising and work closely with SROs Staff
Performing other duties as requested
Ability to perform a broad range of administrative functions, e.g., budget/work programme, contract administration, database management, etc. Knowledge of Microsoft applications, including Excel, and ERP applications such as Umoja or similar SAP applications.
Knowledge of web-based real time monitoring and analytics of functional activities and processes.
Ability to apply knowledge of various United Nations administrative and financial 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.
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.
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 is required.
Must have passed the United Nations Global General Service Test (GGST) administered by Headquarters.
A minimum of ten years of experience in administrative services, finance, accounting, audit or related area is required. Experience working with budget or contracts administration is desirable.
Experience working with ERP applications for budget or contracts administration is desirable.
Experience working in an Executive Office setting is desirable.
English and French are the working languages of the United Nations Secretariat.
For the post advertised, fluency in English is required.
Knowledge of French is highly 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.
Recruitment for this position is done on a local basis.
Priority consideration for this job opening will be given to the staff members of the United Nations Secretariat who serve in the duty station specified in the job opening, and hold a fixed-term appointment without service limitation to a specific entity or with service limitation to the entity advertising this position.
Other candidates who are exceptionally considered and selected for this job opening may only be employed on the basis of a temporary appointment.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity.
External candidates will be responsible for any travel expenses incurred in order to take the GGST examination and, in the event of an employment offer, any cost related to travel and relocation to the duty station on appointment and separation.
The candidate will also be responsible to obtain any visas and work permits in order to take up the appointment.
If selected, external candidates will be recruited on a local basis and would not be entitled to international benefits.
How to Apply
Interested candidates should apply online by 5th October, 2018
For more information and job application details, see; United Nations Economic Commission for Africa - Personal Assistant to the Executive Secretary Jobs in Ethiopia
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