Administrative Assistant, G-6 Full Time

 This position is located in the Office of the Secretary of the Commission & Legal Unit, Office of the Deputy Executive Secretary Programme Support (DES-PS) at the United Nations Economic Commission for Africa (UNECA). The incumbent of the position works under the direct supervision of the Head of Unit or a Legal Officer.

Within delegated authority, the Administrative Assistant will be responsible for the following duties: • Initiate, review, processes, and follows up on actions related to the administration of the section’s/unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training, etc., ensuring consistency in the application of UN rules and procedures.

• Assists in the administration of the front office/Unit;

• Handle a wide range of complex and confidential information in terms of incoming emails and responses, research, and other communications;

• Assists with visualizations and updating information materials such as web pages or brochures.

• Compile and analyze data. Produce summaries and conclusions for review by the supervisor.

• Implement and support improvements to administrative procedures and systems to ensure the smooth functioning of the office, including filing paper and electronic records;

• Prepare, process, and classify confidential information; • Handle a wide range of administrative duties/processes (e.g. leave and, travel arrangements, visa applications, expense statements, charges, equipment purchase, service and supply requisitions, conference room bookings, etc.);

• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning, and decision making.

• Manage and maintain the Secretary of the Commission’s calendar and schedule, including arranging appointments;

• Receive and direct visitors; place and screen calls and answer queries; ensure meeting and review documents are available and printed for review; contact embassies, UN agencies, international institutions, and government offices; and ensure efficient coordination of the Director’s calendar, with appropriate consultation to prioritize and resolve conflicts and competing demands;

• Convey directives, reports, status updates, and other relevant information to necessary parties, bring sensitive and urgent matters to the attention of the Secretary of the Commission or a Legal Officer;

• Screen and prioritize all incoming emails and correspondence;

• Compile relevant background documents; • Drafts routine correspondence to respond to inquiries with respect to relevant administrative, financial audit, and personnel matters.

• Coordinates extensively with service units and liaises frequently with internal team members.

• Draft, edit, and conduct final checks for accuracy of a variety of specialized documentation and related correspondence, e.g. letters of credentials, Notes verbales etc.

• Manage individual case files, maintain and update all related correspondence and other documentation are appropriately filed, registered, and follow up as necessary.

• Service various committees and other meetings, including assisting in the preparation of pre-, in-, and post-session documents, notes for the Chairperson; establish logs and assign document identification symbols; coordinate with relevant units; prepare and update programme of work, delegation and documents lists; tracks status of meetings and monitors follow-up actions, etc.

• Provide technical assistance for meeting arrangements and servicing

• Coordinate ceremonies for receipt and signing of credentials and related engagements, ensure timely receipt of legal instruments and other requisite documentation.

• Maintain internal databases on cases for tracking and trend analysis; generate a variety of standard and non-standard statistical and other reports from various databases, and post documents in the system.

• Provide general office support services; process, draft, edit, proofread, and finalize for signature/approval a variety of correspondences and other communications, specialized legal documentation, etc. Set up and maintain files/records (electronic and paper); schedule appointments/meetings, monitor deadlines, etc.

• Provide guidance and train less experienced staff. • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning, and decision making.

• Assist with visualizations and updating information, and material such as web pages or brochures.

• Perform other related duties as assigned.

• Education: A high school diploma or equivalent is required. The minimum years of relevant experience is reduced to five years for candidates who possess a first-level university degree or higher.
• Work Experience: A minimum of seven (7) years of experience in administrative work, conference servicing, general office support, or related areas is required. Experience in filing and using office equipment is required. Experience working for senior officials in an international organization is desirable.
• Language: 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.