CEA recruits 01 Senior Administrative Assistant

La Commission économique pour l’Afrique (CEA)

Addis Ababa, Ethiopie

Vacance de poste
Intitulé publication : Senior Administrative Assistant, G7Intitulé code d’emploi : Assistant principal à l’administrationDépartement / Bureau : Commission économique pour l’AfriqueLieu d’affectation : ADDIS ABABAPériode de candidature : – 22 novembre 2021No de l’appel á candidature : 21-Administration-ECA-166929-R-Addis Ababa (O)Staffing Exercise N/AValeurs fondamentales de l’ONU : intégrité, professionnalisme, respect de la diversité
Cadre organisationnelThe 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.
The mission will be guided by ECA’s five new strategic directions which are: advancing ECA’s position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent’s problems and take local solution to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure, and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa’s position at the global level and developing regional responses as a contribution to global governance issues.
This position is located in the Office of the Executive Secretary (OES) of ECA. The incumbent provides direct support to the Executive Secretary, under the guidance of the Chief of Staff.
ResponsabilitésWithin delegated authority, the Personal 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; making contacts with embassies, UN agencies, international institutions, government offices, Sub Regional Offices (SROs), etc.;•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 the Enterprise Resource Planning System (ERP/Umoja).•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.
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.•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.
Compétences•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.
FormationHigh 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.
Expérience professionnelle10 (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.
Experience in creating, editing and presenting information in clear and presentable formats is desirable.
Experience in handling large volume of work is desirable.
Connaissances linguistiquesEnglish 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.
Méthode d’évaluationEvaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
Notice spécialeThe appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test. Having passed the Administrative Support Assessment Test [in English] at the United Nations Headquarters or one of the United Nations Offices Away from Headquarters (OAHs) may be accepted in lieu of the GGST.
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
Charte des Nations UniesAux termes du paragraphe 3 de l’Article 101 de la Charte des Nations Unies, la considération dominante dans le recrutement du personnel doit être la nécessité d’assurer à l’Organisation les services de personnes possédant les plus hautes qualités de travail, de compétence et d’intégrité. Ne seront pas retenues les candidatures des personnes qui ont commis des violations du droit international des droits de l’homme, des violations du droit international humanitaire, des actes d’exploitation, d’atteintes ou de harcèlement sexuels, ou au sujet desquelles il existe des raisons plausibles de croire qu’elles ont été impliquées dans la commission de tels actes. L’expression « exploitation sexuelle » désigne le fait d’abuser ou de tenter d’abuser d’un état de vulnérabilité, d’un rapport de force inégal ou de rapports de confiance à des fins sexuelles, y compris mais non exclusivement en vue d’en tirer un avantage pécuniaire, social ou politique. On entend par « atteinte sexuelle » toute atteinte physique de nature sexuelle commise par la force, sous la contrainte ou à la faveur d’un rapport inégal, ou la menace d’une telle atteinte. Le harcèlement sexuel s’entend de tout comportement déplacé à connotation sexuelle raisonnablement propre ou de nature à choquer ou humilier, lorsqu’il entrave la bonne marche du service, est présenté comme une condition d’emploi ou crée au lieu de travail un climat d’intimidation, d’hostilité ou de vexation, et lorsque ce comportement est assez grave pour justifier le licenciement de son auteur. La candidature de personnes qui ont commis des infractions autres que des infractions mineures au code de la route ne sera pas retenue.
Sera dûment prise en considération l’importance d’un recrutement effectué sur une base géographique aussi large que possible. Aucune restriction ne sera imposée par l’Organisation à l’accès des hommes et des femmes, dans des conditions égales, à toutes les fonctions, dans ses organes principaux et subsidiaires. Le Secrétariat de l’Organisation des Nations Unies est un espace non-fumeurs.
La considération dominante dans l’engagement, la mutation ou la promotion du personnel est la nécessité de s’assurer les services de personnes possédant les plus hautes qualités de travail, de compétence et d’intégrité. En acceptant une offre d’engagement, les membres du personnel sont soumis(es) à l’autorité du Secrétaire général, qui peut leur assigner l’une quelconque des tâches ou l’un quelconque des postes de l’Organisation des Nations Unies, conformément à l’alinéa c) de l’article 1.2 du Statut du personnel. Dans ce contexte, tous les membres du personnel recrutés sur le plan international sont tenus de changer de fonctions périodiquement à l’intérieur d’un même lieu d’affectation ou dans un autre lieu d’affectation, dans les conditions fixées par le Secrétaire général.
Les candidats sont invités à respecter scrupuleusement toutes les instructions disponibles sur la plateforme de recrutement en ligne Inspira. Pour des informations plus détaillées, ils ou elles peuvent consulter le manuel d’instructions pour le candidat, en cliquant sur le lien hypertexte « Manuels » sur le côté supérieur droit de la page d’accueil de leur compte Inspira.
Les candidatures feront l’objet d’une évaluation et d’un examen préalables sur la base des informations soumises conformément aux critères d’évaluation de l’avis de vacance de poste et aux dispositions législatives internes applicables de l’Organisation des Nations Unies, notamment la Charte des Nations Unies, les résolutions de l’Assemblée générale, le Statut et le Règlement du personnel, les textes administratives et les directives. Les candidats doivent fournir des informations exhaustives et précises conformément aux instructions fournies sur la plateforme Inspira. Une fois la candidature envoyée, aucune modification, suppression ou révision, ni aucun ajout ou changement ne pourra être fait. Il sera procédé à une vérification des références des candidats faisant l’objet d’une attention particulière pour s’assurer de l’exactitude des renseignements qu’ils ont fournis dans leur candidature.
Les avis de vacance de postes publiés sur le Portail des carrières sont retirés à 11:59 p.m. (heure de New York), le jour de la date limite de dépôt des candidatures.
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