Office of the Special Envoy for the Horn of Africa Staff Assistant – Temporary Jobs in Ethiopia
Responsibilities
Within limits of delegated authority and under the direct supervision of the Head of Office, the Staff Assistant will carry out the following duties:
Assists in the overall administration of the section/unit, i.e. provides substantive and administrative support in managing priorities and workflow of the manager and of the work unit; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.
Compiles and analyzes basic data from a variety of sources, summarizing and presenting conclusions for review by manager.
Serves as a communications link between supervisor and senior staff; on behalf of supervisor, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the manager.
Takes full responsibility for time management and scheduling on behalf of manager with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.
Undertakes representational duties on behalf of the manager, to include serving as first point of contact and liaison with senior officials internally and externally.
Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.
Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc; scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the Special Envoy.
Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications.
Supports the manager in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.
Establishes/improves administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems.
Organizes official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.).
Prepares, processes and classifies confidential information.
Handles a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.).
Exercises quality-control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
Uses standard word processing package to produce a wide variety of large, complex documents and reports.
Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.
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.
Assists with visualizations and updating information material such as web pages or brochures.
Performs other duties as assigned
Competencies
Professionalism: Familiarity with function-related provisions of United nations Rules, Regulations, Manuals and Policies. Knowledge of general office and administrative support including administrative policies, processes and procedures. The ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter.
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 the audience. Demonstrates openness in sharing information and keeping people informed.
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.
Education
High school diploma or equivalent is required.
Work Experience
Minimum of seven (7) years progressively responsible experience in the field of administrative services or other related area is required.
The minimum years of relevant experience is reduced by two years for candidates who possess a first-level University degree.
Experience supporting a high-ranking, senior official, in an international organization is desirable.
Experience with an Enterprise Resource Planning (ERP) system such as Umoja or similar is desirable.
Experience working at a UN field mission or UN Agencies or similar International Organizations in similar capacity is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, strong English language competence, both oral and written, is required. Knowledge of other United Nations Languages is desirable.
How to Apply
For more information and job application details, see; Office of the Special Envoy for the Horn of Africa Staff Assistant – Temporary Jobs in Ethiopia
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