Staff Assistant,
Addis Ababa
UNECA - Economic Commission for Africa
Closing date: Wednesday, 19 September 2018
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Responsibilities
Within limits of delegated authority, the staff Assistant will be responsible for the following duties:
• Performs, under minimal supervision, the full range of office management and administrative support functions; typically provides direct assistance to the Chief of the Section.
• Maintains liaison with the Executive Office and with senior officials in other Section regarding on-going programmes and other administrative matters; monitors processes and schedules related to the Section's outputs, products, tasks, etc.
• Ensures smooth and efficient information flow within the Section; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
• Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.
• Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.
• Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.
• Attends meetings, prepares minutes, monitors follow-up activities.
• Responds or drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
• Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
• Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
• Assists in the preparation of presentation materials using appropriate technology/software.
• May provide some specialized support to unit (e.g. technology support, editing, desktop publishing, etc.).
• Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
• Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.).
• Maintains files (both paper and electronic) and databases for work Section.
• Performs other duties as assigned.
Competencies• Performs, under minimal supervision, the full range of office management and administrative support functions; typically provides direct assistance to the Chief of the Section.
• Maintains liaison with the Executive Office and with senior officials in other Section regarding on-going programmes and other administrative matters; monitors processes and schedules related to the Section's outputs, products, tasks, etc.
• Ensures smooth and efficient information flow within the Section; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
• Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.
• Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.
• Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.
• Attends meetings, prepares minutes, monitors follow-up activities.
• Responds or drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
• Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
• Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
• Assists in the preparation of presentation materials using appropriate technology/software.
• May provide some specialized support to unit (e.g. technology support, editing, desktop publishing, etc.).
• Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
• Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.).
• Maintains files (both paper and electronic) and databases for work Section.
• Performs other duties as assigned.
Professionalism:
-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.
-Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
-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.
-Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.