SENIOR STAFF ASSISTANT, G6

Org. Setting and Reporting

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

The mission is guided by ECA's five strategic directions which are: advancing ECA's position as a premier knowledge institution that produces policy-relevant knowledge in support of effective and transformative policy-making in Africa; 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 Office of the Executive Secretary (OES) at the Economic Commission for Africa (ECA). The incumbent provides direct support to the Executive Secretary, under the guidance of the Chief of Staff.

Responsibilities

Within the limits of delegated authority, the Senior Staff Assistant will be responsible for the following duties:

Assist the Personal Assistant and the Special Assistant to the Executive Secretary in the overall administration of the programme and activities of the Executive Secretary, i.e., provides substantive and administrative support in managing priorities and workflow of the Executive Secretary; coordinates and monitor 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 analyses basic data from a variety of sources (including Umoja), summarizing and presenting conclusions for review by the manager.

Supports the Personal Assistant and Special Assistant to keep others informed by conveying directives, reports, status updates, and other relevant information; brings sensitive and urgent matters to the attention of the appropriate senior official.

Assists in the development of the Executive Secretarys social media content, including transcribing and editing of content.

Takes full responsibility for time management and scheduling on behalf of the Executive Secretary with appropriate consultation as required with the Personal Assistant; effectively prioritizes and resolves related conflicts and competing demands.

Undertakes representational duties on behalf of the manager, including serving as the 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 attention and refers others to relevant officers 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, magazines, periodicals, and other information sources to identify articles of interest to the manager.

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 the smooth functioning of the department, including filing (paper and electronic) systems.

Oversees work of office support staff; establishes priorities and deadlines, assigns work, and reviews outputs upon completion; trains office support staff in administrative, protocol, and other relevant procedures

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.

Manages the recording and filing of all briefing notes, mission reports, background documents, speeches, and talking points of the Executive Secretary.

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 to 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.

Education

High school diploma or equivalent is required.

Work Experience

A minimum of seven (7) years of progressively responsible experience in general office support

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

Experience in working with various social media platforms, writing social media posts, and producing media-related content is required.

Experience working for senior officials in an international organization is desirable.

Experience involving contact with diplomatic personnel 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.