Special Assistant, Administration at United Nations Economic Commission For Africa
Position Title: Special Assistant, Administration
Employer: United Nations Economic Commission For Africa
Employment: Full-Time | Contract
Place of Work: Addis Ababa - Ethiopia
Posted date: 9 months ago
Deadline: Submission date is over
Responsibilities of the Special Assistant
Within delegated authority, the Special Assistant to the Deputy Executive Secretary, Administrative Officer will be responsible for the following duties:
Key Duties
- Conducts and coordinates the day-to-day work of the Deputy Executive Secretary by providing liaison services with various clients, especially Divisions, IDEP, and Subregional Offices.
- Prepares aide memoirs, memoranda, and other substantive documents in coordination with Divisions, IDEP, and Subregional Offices.
- Responds to relevant substantive correspondences, arranges audiences, and organizes visits of external senior officials.
- Contributes to the preparation and review of the work programme and budget of the office.
- Accompanies the Deputy Executive Secretary to meetings and conferences, acting as a note-taker.
- Monitors and manages the timely implementation of follow-up actions with Divisions, IDEP, and Subregional Offices.
- Provides guidance and leadership to junior staff.
- Performs other duties as required.
Human Resource Management
- Effectively coordinates actions related to the administration of human resource activities, ensuring consistency in the application of UN rules and procedures.
- Defines conditions of service, duties, responsibilities, and privileges under the Staff Rules and Regulations.
Budget and Finance
- Takes the lead in preparing and implementing the work programme, ensuring financial resources are utilized effectively.
- Monitors and reviews the work programme and budget through regular assessments.
- Defines requirements and collaborates with systems units to improve budget reporting systems.
- Develops procedures to ensure accounting and financial management controls align with UN policy.
- Supervises and provides guidance on financial administration and management issues.
- Offers guidance and leadership to junior staff.
General Administration
- Oversees work related to procurement, billing, and receipt of income from various services.
- Reviews the adequacy of departmental space requirements.
- Identifies office technology needs and coordinates maintenance of equipment and systems.
- Collects and analyzes data to identify trends and provide insights through data visualization methods.
- Performs other related work as required.
Competencies
Knowledge and Skills: Understanding of administrative, budgetary, financial, and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations.
Analytical Skills: Conceptual, analytical, and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, and make conclusions and recommendations.
Work Ethic: Shows pride in work and achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines, and achieving results.
Motivation: Is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
Gender Perspectives: Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
Data Analysis: Able to analyze and interpret data in support of decision-making and convey resulting information to management.
Communication Skills
- Speaks and writes clearly and effectively
- Listens to others, correctly interprets messages, and responds appropriately
- Asks questions to clarify and exhibits interest in two-way communication
- Tailors language, tone, style, and format to match the audience
- Demonstrates openness in sharing information and keeping people informed
Accountability
- Takes ownership of all responsibilities and honors commitments
- Delivers outputs within prescribed time, cost, and quality standards
- Operates in compliance with organizational regulations and rules
- Supports subordinates, provides oversight, and takes responsibility for delegated assignments
- Takes personal responsibility for shortcomings and those of the work unit, where applicable
Planning & Organizing
- Develops clear goals consistent with agreed strategies
- Identifies priority activities and assignments
- Adjusts priorities as required
- Allocates appropriate time and resources for completing work
- Foresees risks and allows for contingencies when planning
- Monitors and adjusts plans and actions as necessary
- Uses time efficiently
Education
Advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law, or related area is required. Alternatively, a first-level university degree combined with two years of qualifying experience may be accepted. Successful completion of both degree and non-degree programs in data analytics, business analytics, or data science programs is an advantage.
Work Experience
A minimum of five years of progressively responsible experience in administration, finance, accounting, human resources management, or related fields is required. Specific experiences include:
- Experience in a front office setting and supporting a Senior Official
- Experience in supporting intergovernmental processes (desirable)
- Experience in international-level coordination within the United Nations system or other international or regional organizations (desirable)
Languages
English and French are the working languages of the United Nations Secretariat. For this position:
- Fluency in English is required
- Knowledge of French is desirable
- Knowledge of another official United Nations language is an advantage
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
