Background

Job Purpose and Organizational Context

The United Nations Secretary General appointed the Special Adviser for the Sahel to support the Special Representative of the Secretary-General and Head of the United Nations Office for West Africa and the Sahel, in ongoing efforts to advance the recalibration of the United Nations Integrated Strategy for the Sahel and the emerging Sahel Support Plan.

Thus, under the overall guidance of the Special Assistant to the Special Adviser, the Administrative Associate will provide administrative support for the overall function of the Office of the Special Adviser for the Sahel including providing support for the day to day performance of his role.

Duties and Responsibilities

Duties and Responsibilities

Within delegated authority, the Administrative Associateto the Special Assistant will be responsible for the following duties:

Manages the daily operation of the Special Adviser’s office by:

Facilitating timely flow of documents/communication/messages to and from the Special Adviser; receive all incomings addressed to the Special Adviser’ s Office; managing the time of the Special Adviser including establishing/arranging appointments, maintaining
Special Adviser’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.;

Handling and maintaining policy, confidential and general management files including all correspondences;

Drawing Special Adviser’s attention to important, sensitive and time-bound information;

Following up implementation of assignments from the Special Adviser 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 Special Adviser including travel itinerary, booking, logistical requirements, visa, all protocol and other administrative matters;

Raising procurement requests;

Applying various UN administrative and financial rules and regulations

Maintaining regular contacts with Special Adviser while on missions;

When nature of correspondence is urgent and important, bring to the attention of the Special Adviser immediately, sometimes calling him/her from a meeting, while on mission by phone wherever he/she may be when absent from duty station;

In his/her absence, ensure that such correspondence is brought to the attention of responsible officials and take appropriate follow-up action;

Updating mailing list and other relevant contacts;

Checking and clearing for format presentation and accuracy all outgoing correspondences submitted for the Special Adviser’s signature;

Monitoring all out-going calls made by staff in the Office of the Special Adviser /consultants including maintaining proper records and submitting reports to Finance Section.

Provides secretarial and document processing services by:

Drafting on the request of the Special Adviser routine correspondences like: letters, memos, note verbale etc.

Using e-mail for exchange of information.

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 Special Adviser.

Ensures effective and efficient functioning of the ASG/USG office focusing on achievement of the following results:

Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, taking minutes.

Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the ASG/USG.

Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.

Maintenance of protocol procedures.

Preparation of high quality briefing materials for supervisor for appointments, meetings, missions.

Maintenance of Teams’ status reports, best practices, lessons learned, publishing on section intranet and compiling of information for resource mobilization and communications officers

Preparation of informal translations.

Management of missions and representation schedule.

Preparation of correspondence, directives, comments on behalf of ASG/USG for his signature and making follow-up when required.