Economic Commission for Africa Staff Assistant Jobs in Zambia

Economic Commission for Africa Staff Assistant Jobs in Zambia ; 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 located in the Sub Regional Office - SRO/SA , Lusaka, Zambia. Under the direct supervision of the Director of the SRO-SA, the incumbent manages the daily operations of the Director's office, including the flow of information, provides secretarial and document processing services, and carries out other functions, including assisting in administrative duties as assigned.

Responsibilities

1. Manage the daily operations of the Director's Office:

• Facilitate Information Flow: Ensure the timely flow of documents, communications, and messages to and from the Director’s office.

• Manage the Director's Schedule:

• Oversee the Director’s diary, arrange appointments, and maintain a calendar of events and commitments.

• Receive and direct visitors, screen calls, and respond to queries.

• Handle Correspondence and Records:

• Manage all incoming and outgoing correspondence, ensuring proper scanning and filing on the shared drive.

• Maintain policy, confidential, and general management files.

• Establish and maintain a document tracking system, including receipt, routing, and follow-up of work assignments.

• Archive program documents for future reference.

• Travel Coordination:

• Arrange the Director’s travel, including itinerary planning, bookings, visas, logistics, and protocol requirements.

• Maintain regular communication with the Director during absences and flag urgent matters.

• Document Review and Quality Control:

• Review incoming communications and provide initial recommendations on responses or directions for the Director’s consideration.

• Conduct first-level reviews of documents requiring the Director’s approval to ensure format, presentation, alignment with established standard operating procedures and accuracy.

• Edit drafts before submission for final approval.

• Confidentiality and Information Management:

• Uphold strict confidentiality in all matters related to the Director’s Office.

• Manage the flow of information within and outside the office, ensuring smooth coordination with internal teams and external stakeholders.

• 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.


2. Provide secretarial and document processing services:

• Draft Correspondence: Prepare routine letters and email communications for the Director’s signature, providing relevant background materials as needed.

• Meeting and Workshop Support:

• Draft and dispatch invitations and related documents to participants.

• Coordinate participant confirmations, arrange travel logistics, and register attendees.

• Provide onsite secretarial support during events, including note-taking and participant management.

• Prepare participant lists, manage DSA payments, and format meeting reports for dissemination.

• Attendance

Management:

Maintain the Time and Attendance register in the absence of the Administrative Assistant.

3. Perform other duties as required:

• Provide general secretarial support to other sections of the Office as needed.

• Serve as acting Administrative Assistant during their absence.

• Keep records of all meetings attended by the Director, noting action points for follow-up.

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. The ability to perform analysis, modeling and interpretation of data in support of decision-making.

• 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 audience; demonstrates openness in sharing information and keeping people informed.

• Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education

A High School Diploma is required. A diploma or first level degree in Business Administration, Finance, economics or related fields is desirable.


Work Experience

*A minimum of 7 years of specialized work experience in directly-related fields such as office management is required. This experience is normally found in a larger office setting dealing with a variety of issues, modern office practices, procedures, and equipment, and dealing with high-level staff.

*The minimum years of relevant experience is reduced to five (5) year for candidates who possess a first-level university degree or higher.

*One (1) year or more of experience in data analytics or related area is desirable

Languages

*English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. 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.

How to Apply

For more information and job application details, see; Economic Commission for Africa Staff Assistant Jobs in Zambia

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