Antecedentes

Organizational Setting and Reporting Relationships: 

The Incumbent reports to the Inter-Regional Adviser for Africa.

Deberes y responsabilidades

The incumbent will be responsible for the following duties:    

• Perform a wide range of office support and administrative functions.
• Respond or draft responses to routine correspondence and other communications; use standard word processing package to produce a wide variety of large, complex documents and reports.
• Monitor processes and schedules related the Office’s outputs, products, tasks, etc.; Assist in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
• Generate a variety of standard statistical and other reports, work orders, etc., using various databases.
• Proofread documents and edit texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
• Screen phone calls and visitors; respond to moderately complex information requests and inquiries, and as necessary, refer inquiries to appropriate personnel for handling.
• Provide secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
• Maintain calendar/schedules for the Inter-Regional Adviser; monitor changes and communicate relevant information.
• Review, record, distribute and/or process mail and other documents; follow-up on impending actions.
• Update and maintain large distribution lists; monitor, prepare and distribute various materials, report, using electronic formats; handle arrangement for printing and translation as necessary; coordinate shipment arrangements, courier services, etc.
• Perform general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).
• Maintain files (both paper and electronic) and databases.
• Performs other duties as assigned.

Work implies frequent interaction with the following:

• Pan African Trade Agencies, notably the African Union Commission and Diplomatic Agencies.
• Geneva-based colleagues in UNCTAD.
• Visitors and representatives from Permanent Missions, UN Common System and other international organizations, NGOs, etc.

Results Expected:  

Effectively manage all administrative and office support needs of the UNCTAD Inter-Regional Adviser for Africa with moderate supervision.  Regularly assist in drafting routine correspondence and other communications.  Accurately and in a timely manner, produce a range of documents, reports and otheroutputs.  Appropriately apply relevant policies, guidelines, procedures and processes.  Establish effective working relationships with internal and external contacts at all levels.

Competencias

Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures.  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. Knowledge of Pan African institutions and their administrative workings.

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.

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.

Habilidades y experiencia requeridas

Education:     

• High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away.

Experience:

• At least 4 years’ experience (after high school diploma) in general office support or related area is desirable.

Language:      

• 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.        

Other:      

• Knowledge of French and Amharic will be desirable. Previous experience working with Pan African institutions will be an advantage.