Senior Administrative Assistant

Addis Ababa, Ethiopia United Nations -Ethiopia

Responsibilities

Within delegated authority, the Senior Administrative Assistant will be responsible for the following duties:

Human Resources Management
• Coordinates various actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services in maintaining up-to-date information on the recruitment, relocation, performance appraisal, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• Advises staff on visa matters and follows up with Addis Ababa-based Permanent Missions on visa applications, and facilitating the pickup of passports from embassies as appropriate and relevant.
• Monitors staffing tables for a variety of human resource activities, such as , appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff; especially monitors appointments and reassignments of Resident Coordinators and ad interim appointment arrangements for Resident Coordinators ad interim (RCs) in Africa; maintains up-to-date list on RCs including their contact details.

Budget and Finance
• Provides expert assistance in the preparation and development of the DCO Regional Office’s work programme and budget.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Reviews requisitions for goods-and-services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
• Assists in the preparation of budget performance submissions.

General Administration
• Coordinate the effective functioning of the Regional Office for Africa in supporting the 53 Resident Coordinators and Offices in Africa in their delivery of expertise and services at country level in the implementation of the 2030 Agenda for Sustainable Development.
• Sets up, files, stores and manages data and information relevant to the scope of the Regional Office for Africa coordination activities in support of RCs/UNCTs and AFPs regional directors.
• Provides guidance, training and daily supervision to other general service staff in the area of responsibility.
• Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions.
• Coordinates extensively with service units and liaises frequently with internal team members both at DCO Headquarters and Resident Coordinator Offices.
• Liaise with other administrative staff of the UNCT at the duty station and across 53 duty stations to ensure consistency in application of processes.
• Performs other related administrative duties, as required such as operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and maintenance of equipment, and/or organizing and coordinating seminars, conferences and translations.
• Liaise with UNDP on matters of interest (Provisoning of UNDP services for the Regional office but also in coordination with the 53 duty stations
• Manage the Regional Director’s schedule, liaising with the Office of the Assistant Secretary-General and Director of DCO at UN Headquarters in New York, and facilitating participation in meetings of the DCO Senior Management Team (SMT), UN Country Teams (UNCTs) and with the Executive Secretary of the Economic Commission for Africa and Senior Management.
• Contract AdministrationAssists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Assists with the UNDP services (CIC, RLA, )
• Audits the contractors' invoices against the goods-and-services provided by the contractor and approved by the UN.
• Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UNECA grounds passes, property passes, swipe-card access and door keys.

Competencies

• Professionalism: Ability to perform a broad range of administrative functions, e.g., work programme, organizing and reporting on meetings/conferences, staff supervision, database management, etc. Ability to apply knowledge of various United Nations administrative rules and regulations in work situations. 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; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

• Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of 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.

• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent.

Work Experience

Ten years of progressively responsible experience in administrative services or facilitating the effective coordination of a distributed network of offices in a region is required.
A minimum of three years of experience working within the United Nations at the regional level or a comparable international organization is required.
Experience with inter-agency or inter-organizational collaboration in sustainable development at the regional is desirable
Experience working in a multicultural team at country, regional and global levels is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, 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 competency-based interview.



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