Economic Commission for Africa Administrative Assistant Jobs in Addis Ababa Ethiopia

Org. Setting and Reporting

ECA’s mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 Agenda and Agenda 2063.

The mission will be guided by ECA’s five new strategic directions which are:

Advancing ECA’s position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent’s problems and take local solution to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure, and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa’s position at the global level and developing regional responses as a contribution to global governance issues.

This position is in the Office of the Chief Human Resources Officer of the Human Resources Management Section (HRMS), Division of Administration (DoA), United Nations Economic Commission for Africa (ECA). The Administrative Assistant works under the direct supervision of and provides support to the Chief Human Resources Officer.

Responsibilities

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

Human Resources Management:

•Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.

•Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.

•Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through Umoja.

•Monitors staffing table and prepare relevant statistical data/charts.

Budget and Finance

•Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.

•Monitors expenditures and compares with approved budget; prepares adjustments as necessary.

•Assists managers in the elaboration of resource requirements for budget submissions.

•Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures

•Prepares or customizes financial reports from Umoja system generated reports.

•Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

General Administatio

•Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.

•Coordinates extensively with service units and liaises frequently

with internal team members both at Headquarters and in the field.

•Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).

•May be responsible for guiding, training, and supervising the work of more junior General Service staff.

Contract Administration

•Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.

•Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.

•Processes the payment of contractors' invoices and monitor payments.

•Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

Competencies

Professionalism

Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc.

Ability to apply knowledge of various United Nations administrative, financial and human resources 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 and Organizaing

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 Oriendation

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

Seven years of experience in administrative services, finance, accounting, audit, human resources or related area is required.

Languages

Fluency in English is required. Knowledge of another official United Nations language is an advantage.

How to Apply

For more information and job application details, see; Economic Commission for Africa Administrative Assistant Jobs in Addis Ababa Ethiopia

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