ONU Carrière recruits 01 Senior administrative assistant
ONU Carrière
Addis Ababa, Ethiopie
vacance de poste
Intitulé publication : SENIOR ADMINISTRATIVE ASSISTANT, G7
Intitulé code d’emploi : Assistant principal à l’administration
Département / Bureau : Commission économique pour l’Afrique
Lieu d’affectation : ADDIS ABABA
Période de candidature : – 24 juin 2022
No de l’appel á candidature : 22-Administration-ECA-182228-R-Addis Ababa (R)
Staffing Exercise N/A
Valeurs fondamentales de l’ONU : intégrité, professionnalisme, respect de la diversité
Cadre organisationnel
ECA’s mission, objective and strategic directions:
ECA’s 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 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 solutions 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) and supports the Deputy Executive Secretary (DES), Programme.
Responsabilités
Under the direct supervision of the Senior Programme Management Officer and the overall guidance of the Deputy Executive Secretary, the incumbent manages the daily operations of the Office of the Deputy Executive Secretary and all activities related to the office, including daily flow of information between the ODES and substantive Divisions and Units, SROs, and IDEP, as well as with partners and other relevant stakeholders. The incumbent also provides secretarial and document processing services and carries out any other functions including assisting in the administrative duties as
assigned.
1. Manages the daily operations of the Deputy Executive Secretary’s office by:
• Facilitating timely flow of documents/communication/messages to and from the Deputy Executive Secretary;
• Receives all incoming correspondences addressed to the Deputy Executive Secretary’s Office; managing the time of the Deputy Executive Secretary, including establishing/ arranging appointments, maintaining Deputy 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, SROs, etc.;
• Handling and maintaining policy, confidential and general management files, including all correspondences;
• Drawing Deputy Executive Secretary’s attention to important, sensitive and time-bound information. Following up implementation of assignments from the Deputy 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 Deputy Executive Secretary including travel itinerary, booking, logistical requirements, visa, all protocol and other administrative matters;
• Maintaining regular contacts with Deputy Executive Secretary while on missions; when nature of correspondence is urgent and important, bring to the attention of the Deputy Executive Secretary immediately, sometimes calling her from a meeting, while on mission by phone wherever she may be when absent from duty station;
• In her absence, ensure that such correspondence is brought to the attention of responsible officials and take appropriate follow-up action; updating mailing lists and other relevant contacts;
• Checking and clearing for format presentation and accuracy all outgoing correspondences submitted for the Deputy Executive Secretary’s signature;
• Monitoring all out-going calls made by staff in the Office of the Deputy Executive Secretary/ consultants including maintaining proper records and submitting reports to Finance.
2. Provides secretarial and document processing services by:
• Drafting on the request of the Deputy Executive Secretary routine correspondences like: letters, memos, note verbales etc.;
• Using email for exchange of information, including 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 Deputy Executive Secretary.
3. Carries out any other functions by :
• Assisting staff of the Office of the Executive Secretary when requested;
• Liaising and working closely with Administrative Assistants in the Office of the Executive Secretary, various substantive Divisions at ECA headquarters, as well in SROs and IDEP, with regard especially to channeling correspondences and related communication from Directors to the DES and vice versa.
Compétences
Professionalism : Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, 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.
Formation
High school diploma or equivalent is required.
Must have passed the Global General Service Test (GGST) – refer to Special Notice section for more details.
Job – Specific Qualification
Passing the UN’s Global General Services Test (GGST) is required. Please refer to the Special Notice section for additional information about the GGST.
Expérience professionnelle
A minimum of 10 years of progressively responsible experience in administrative support services or related functions is required.
Experience filing and using office equipment is required.
Connaissances linguistiques
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required; and knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.
Méthode d’évaluation
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
Notice spéciale
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.
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. Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.
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.
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.
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.
Charte des Nations Unies
Aux 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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