Organization: UNECA – United Nations Economic Commission for Africa
Location: Addis Ababa
Grade: Administrative support – Administrative Services and Support – Generally no need for Higher Education
Occupational Groups:
Administrative support
Closing Date: 2024-12-23
Result of Service
– The individual contractor will support the smooth operation of the day-to-day logistic and administrative related work; meeting and conference servicing. – Provides the full range of office management and administrative support at unit level, working under minimal supervision. – Effectively tracks, monitors and provides quality control of key deliverables. – Effectively organizes and manages records and data. Discretely handles confidential material/matters. – Appropriately applies relevant policies, guidelines, procedures and processes. – Establishes effective working relationships with internal and external contacts at all levels.
Responsibilities
Duties and Responsibilities i. Background information Climate Change, Food Security and Natural Resources Division would like to recruit an Individual Contractors to work as a staff assistant supporting the Office of the Director, the Green and Blue Economies Section and ACPC. The Individual Contractor will support the Division in providing full range of office management and administrative support as a whole and particularly to the Director’s office in the absence of the Senior staff assistant. The IC will perform general administrative tasks including attending meetings, preparation of minutes, monitoring, and follow-up actionable items. Drafting and formatting wide range of correspondences and other communications, organizing meetings, arranging travels for the Director a.i., and senior officers, preparing payments, booking of conference rooms, and visa application requests are among the required duties of the IC. ii. Reporting lines Under the direct supervisor of the Senior Administrative Assistant of CFND, the individual contractor will assume the following duties and responsibilities: • Responsibilities: Within limits of delegated authority and depending on location, Staff Assistant at this level may 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 a senior officer or manager responsible for a major programme, such as a branch or division. • Provide assistant for the upcoming meetings in CFND including the ARFSD and CCDA. • Maintains liaison with the Executive Office and with senior officials in other units 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 unit; 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 the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies. • Handles a wide range of administrative duties/processes using Umoja, that is travel arrangements, visa. applications, expense statements, telecommunications charges, conference room bookings, etc.). • 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. • Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases. • 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. • 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 unit. • Performs other duties as assigned
Qualifications/special skills
For this assignment a high school diploma is required. A first degree in management, accounting, economics or any other related field is an advantage. A minimum of 6 years work experience in office management
Languages
English and French are the working language of the United Nations Secretariat. For this post English is required and knowledge of French is desirable.
Additional Information
Not available.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
How to apply
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