United Nations Senior Administrative Assistant, Jobs in Ethiopia

United Nations Senior Administrative Assistant, Jobs in Ethiopia


Org. Setting and Reporting

  • The Economic Commission for Africa’s (ECA) mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 Agenda and Agenda 2063.


    Responsibilities

  • Within delegated authority, the Senior Administrative Assistant will be responsible for the following duties:

    Office Management

    •Serves as the primary communication link between the Executive Secretary and senior staff both at Headquarters and the Sub-regional offices; on behalf of supervisor, keep others informed by conveying directives, reports, status updates and other relevant information as well as bringing sensitive and urgent matters to the attention of the Executive Secretary in a timely and accurate manner;

    •Facilitates 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;

    •Handles and maintains policy, confidential and general management files including all correspondences;

    •Draws Executive Secretary’s attention to important, sensitive and time-bound information;

    •Follows up implementation of assignments from the Executive Secretary to staff;

    •Establishes and maintains a document/work assignment tracking system including receiving, screening, logging and routing as well as maintaining a system for follow-up and retrieval;

    •Liaises with relevant officials (including senior officials) and ensure the timely preparation and submission to the Executive Secretary of reports, talking points and briefing papers;

    •Makes travel arrangements for the Executive Secretary including travel itinerary, booking, logistical requirements, visa, all protocol and other administrative matters;

    •Exercises quality control function for all outgoing documents; proofread and edit texts for adherence for format, grammar, punctuation and style. Ensure that correspondence emanating from the Divisions/Offices for the Executive Secretary's signature as well as talking points, profiles and briefing notes conform to the established format;

    Human Resources Management:

    •Coordinates various actions related to the administration of the unit's human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required.

    •Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
    •Reviews and processes personnel actions through IMIS.

    •Advises staff on visa matters.

    •Provides advice and answers general queries on classification procedures and processes.

    •Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.

    •Monitors staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.

    Budget and Finance:

    •Provides expert assistance in the preparation and development of the unit's work programme and budget.

    •Assists in monitoring budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and suggests reallocations of resources and implements the reallocations as necessary.

    •Collects data from relevant databases and prepares customized financial reports.

    •Provides assistance in the review, and preparation of the medium-term plan and its revisions.

    •Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements from departments/offices at headquarters
    and in the field, including programmatic aspects; ensures compliance with the medium-term plan and other legislative mandates.

    •Assists managers in the elaboration of resource requirements for budget submissions.

    •Monitors budget implementation/expenditures and recommends reallocation of funds as necessary.

    •Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.

    •Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.

    •Assists in the preparation of budget performance submissions.

    •Assists in finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.

    Competencies

    •Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, office management, 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.

    Education

  • High school diploma or equivalent is required. Must have passed the United Nations Global General Services Test (GGST). Please see Special Notice section for more information.

    Work Experience

  • 10 (ten) years of experience in administrative services, office management, finance, accounting, audit, human resources or related area is required.

  • Experience working for senior officials in an international organization is desirable.

  • Experience in handling sensitive and confidential information is desirable.

  • Experience involving contact with diplomatic personnel is desirable.

  • Experience in making travel arrangements is desirable.

    Languages

  • 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 desirable. Knowledge of another official United Nations language is an advantage.

    How to Apply

  • For more information and job application details, see; United Nations Senior Administrative Assistant, Jobs in Ethiopia



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