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Job Opening
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Posting Title: |
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Senior Staff Assistant, G6
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Job Code Title: |
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STAFF ASSISTANT
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Department/ Office: |
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Economic Commission for Africa
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Duty Station: |
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ADDIS ABABA
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Posting Period: |
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23 January 2015-21 February 2015
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Job Opening number: |
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15-ADM-ECA-40019-R-ADDIS ABABA (R)
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Staffing Exercise ID: |
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N/A
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United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting
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This post is located in the Regional Integration and Trade Division (RITD) of the United Nations Economic Commission for Africa (UNECA). The incumbent will report to the Director of the Division.
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Responsibilities
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Manages the daily operation of the Director's office by:
1) Facilitating timely flow of documents/communication/messages to and from the Director. Date stamping and initializing all incoming correspondences addressed to the Division and the Director and registering same in the log book indicating date received, addressees, senders and subject matter. Managing the time of the Director including establishing/arranging appointments, maintaining Director's calendar, receiving and directing visitors, placing and screening calls and answering queries. Making contacts with embassies, UN agencies, government offices, etc. Handling and maintaining policy, confidential and general management files including all correspondences. Following up on implementation of assignments from the Director to staff. Establishing and maintaining a document/work assignment tracking system including receiving, screening, logging and routing all incoming correspondence. Making travel arrangements for the Director including travel itinerary, booking, logistical requirements, visa, all protocol and other administrative matters. Maintaining regular contacts with Director while on missions and informing him/her about urgent action needed. Updating mailing list and other relevant contacts. Checking and clearing of format presentation and accuracy of all outgoing correspondence submitted for the Director's signature. Monitoring all out-going calls made by staff in the division/consultants including maintaining proper records and submitting reports to BFS.
2) Provides secretarial and document processing services by:
Transcribing from draft various correspondences in English and/or French and documents using word processor and other software/programmes such as Microsoft Word, Excel, Access, Power Point, Lotus Notes, Coral Draw as may be required. Drafting on the request of the Director routine correspondence including NoteVerbale for signature. Providing background materials and information to staff within and outside the Division. Assisting in the preparation and servicing of conferences/workshops/meetings/other fora and events including providing secretarial backstopping for the preparation of documents. Participating in the organization and preparation of staff meetings and other special meetings including taking notes /minutes. Drawing Director's attention to important, sensitive and time-bound information. Preparing and updating proposed calendar of conferences, meetings, seminars and workshops of the Division.
3 Carries out any other functions by:
In the absence of the Division's Administrative Assistant, acting in that capacity. Maintaining the IMIS for monthly attendance and overtime. Performing other duties as assigned.
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Competencies
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• 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.
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Education
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High school diploma or equivalent is required. Additional technical training in secretarial, administration, office management or other relevant field is an advantage
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Work Experience
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A minimum of 7 years of progressively responsible experience in administration and office management functions. Working experience of at least 2 years with the United Nations or other international organisation is an advantage
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Languages
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English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Working knowledge of another official United Nations language is an advantage.
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Assessment
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Written assessment and competency-based interview.
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Special Notice
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Passing the Administrative Assessment Support Test (ASAT) or the Global General Service Test (GGST) in English or French is a prerequisite for recruitment in the General Service category in the United Nations Secretariat including United Nations Economic Commission for Africa.
Candidates who applied from other countries different from the one where the GS position is advertised for could also prefer to take GGST by travelling to the closest proximity location where there is an authorized GGST Center, like other OAHs, SROs and IDEP, if there is no UN GGST Testing Center in the country of the applicant's residence. Nonetheless, the candidate travels at his/her own cost covering all required travel expenses, to a country of his/her preferred GGST Center, including transport and Daily Subsistence Allowance and arrange all the required logistics and visa as per the requirement of the host country.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
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United Nations Considerations
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The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
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No Fee
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THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
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