United Nations recruits 01 Senior Associate (Administrative Assistant)

Responsibilities

Function 1 (incl. Expected results)

Ensures smooth management of daily team work as well as follow-up actions, achieving results such as:

Download on a daily basis correspondence from Headquarters, from other ICAO Regional offices, States, etc. and distribute to staff concerned, after instructions received from the RD or DRD.
Provide secretariat support to the RD and/or DRD in the preparation of routine and daily correspondence, documents etc., insuring timely dispatch and filing. Arrange and coordinate appointments, meetings with high-ranked visitors, United Nations Representatives, Government Officers, Intl. Organizations, Embassies etc. and answer queries with discretion.
Prepare files for briefing materials for supervisor for official missions or meeting.
Maintain updated record of contact information of States accredited to the Office.
Filter telephone calls and re-direct callers to the appropriate officer, if necessary.

Function 2 (incl. Expected results)

Monitors distribution of all correspondences in and out of WACAF, achieving results such as:

Under the instructions and supervision of the RD, prepare and distribute confidential documentation to Headquarters or any other State.
Process weekly pouch incoming/out going. Review and distribute correspondence in a timely manner for better performance of the work.
Under supervision of RD, prepare, distribute, disseminate and upload in the WACAF Office Web site correspondence, working and information papers, meeting programmes, as well as the draft and final version of Meeting
Reports and/or any other events, as required.
Distribute official correspondence for approval and signature by the RD and DRD.

Function 3 (incl. Expected results)

Ensures work assigned is delivered on time, achieving results such as:

Function 4 (incl. Expected results)

Provides general technical support to RD and DRD, achieving results such as:

Coordinate RD’s participation at conferences and/or meetings within the WACAF Region, in any other State outside the Region or at Headquarters; including preparation of documentation.
Prepare summary/minutes of the meetings as required.
Research, collate and prepare briefing documents for supervisors as required.
Support Technical Officers in the absence of their assigned Team Technical Assistants.
Initiate work procedures to improve support services, keep the Team Technical Assistants informed of the up to date related ICAO practices and procedures.
Brief and train new Team Technical Assistant.

Function 5 (incl. Expected results)

Provides specific administrative support to ADM/O, achieving results such as:

Coordinate with relevant units, States/Administration, agencies on the programme of visit, develop and finalize programme of visit in consultation with RD and DRD
Coordinate with the Administration section for the preparation of the Travel authorization, the Travel Expense claim and travel documents needed.
Make hotel reservation when requested by RD and DRD,
Assist the Administrative Officer on the activities to be carried out by the driver, as per RD and DRD requirements,
Assign priorities of secretarial work within the Regional Office,
Maintain Professional staff files (Confidential).

Function 6 (incl. Expected results)

Graduation from a secretarial school, with subsequent studies in business administration, or in a related field.
A minimum of six (6) years’ experience in secretarial positions is required.
Experience working in a multi-national and multi-cultural environment is required.
Fluent reading, writing and speaking abilities in English and French.

Desirable:

A working knowledge of a second language of the Organization (Arabic, Chinese, Russian, or Spanish).

Closing date: 20 October 2022