Functional Title: Administrative Assistant – GS-6
Deadline for Applications: 20 November 2009
Organizational Unit: Human Resources Services Section,
Economic Commission for Africa (ECA)
Duty Station: Addis Ababa, ETHIOPIA
Duration: Six (6) months
Start date: Effective immediately
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United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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RESPONSIBILITIES:
This post is located in the Human Resources Services Section (HRSS) of the United Nations Economic Commission for Africa (UNECA). Under the general guidance of the Chief of HRSS, the incumbent will carry out the following functions:
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The incumbent is the first point of contact between the Human Resources Services Section, its component units and other parties (internal and external) with which HRSS has dealings.
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In this capacity the incumbent is the focal to all visitors, callers and staff. He/she briefs new staff members and external visitors, debriefs separating staff members, guides external clients and provides solution or re-directs them. In this context he/she interprets procedures, UN Administrative Instructions, Financial rules and regulations, the Host Country Agreement, internal instructions issued by the Section Chief and standard UN administrative practice.
Performs administrative duties as follows:
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Draft circulars, memoranda, note-verbales, and other correspondences pertaining to administrative and personnel matters.
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Creates, maintains, and updates various databases including staff under attendance and leave records using the IMIS.
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Clears and follow up on posting and updating HRSS related information on the Intranet.
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Provides back-up administrative services to HRSS component units during major conferences, follow-up and respond to queries related to procurement process, payment requests, arrange logistics for Interviews and other meetings.
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Monitors the component unit's prioritization of assignments as assigned by Section Chief ensuring compliance with set deadlines.
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Backstops in Budget management activities i.e.: summarizing and printing IRFA monthly expenditure reports; monitors allotments, balance per objects of expenditure, reviews, classes or directs for action outstanding unliquidated pre-encumbrances and obligations.
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Coordinate extensively with service units and liaise frequently with internal team members both at different levels.
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The incumbent is the focal point to take minutes of the monthly sectional meetings, and further monitors and reports the implementation of decisions taken during sectional meetings.
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Performs other duties as may be assigned periodically by the Chief, HRSS.
COMPETENCIES :
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Professionalism – Knowledge of general office and administrative support including administrative policies, processes and procedures. 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. Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
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Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
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Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
QUALIFICATIONS :
Education: High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.
Experience: Experience in general office support or related area is desirable.
Language: English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Other Skills: Proficiency in office IT tools and applications, such as Word, Access, Power Point,
Excel, Lotus Notes and Internet is required. Ability to use IMIS is an advantage.
HOW TO APPLY
Candidates who wish to be considered for the above post are requested to express their interests in writing to Ms. Susan Mokonyana, Chief, Human Resources Services Section/Division of Administration, United Nations Economic Commission for Africa (UNECA) or by email via RecruitmentGPost@uneca.org with attention to Ms. GAni@uneca.org . Internal candidates are requested to attach their updated Personal History Profile (PHP) and their latest e-PAS.
The selected candidate for this TVA will be administered through the new set of Staff Rules and Regulations governing the recruitment and placement of Temporary Appointees effective 1 July 2009. If the successful candidate is internal and already serving on a Fixed-Term or Permanent Appointment with the Organization (under the new set of Staff Rules and Regulations), s/he will maintain the same type of appointment.
PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED
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