P.315 (4-13)
UNITED NATIONS NATIONS UNIES
Ref. No.: HRSS/14/06/0822/kt
TEMPORARY JOB OPENING ANNOUNCEMENT
GS-7 Personal Assistant to the
Executive Secretary
TJO Grade Level1 Functional Title
Economic Commission for Africa (ECA)
Office of the Executive Secretary
Department/Office/Division/ Service/Section
Administration
Job Network and Job Family (See list on page 3-4)*
Date of issue 6 June 2014
Deadline 13 June 2014
Duty Station: Addis Ababa Estimated Start Date: Effective immediately
Duration of need: 9 months Open to External Candidates? YES
Possibility of Extension YES
DUTIES AND RESPONSIBILITIES
Under the general supervision of the Executive Secretary and within limits of delegated authority, the Personal
Assistant will be responsible for the following duties,
• Time Management: Prioritize work flow by sorting out correspondence and information (hard or
electronic copy) , analyzing , and drawing the attention of the Executive Secretary to very urgent/important
matters that need his immediate attention/decision -even when away from duty station ; liaising, as necessary,
with the Deputy Executive Secretary or the Officer-in-Charge of the Commission. Schedule meetings for VIP
guests. Handle daily schedule of the Executive Secretary, when colleague managing it is away. To minimize
unnecessary and unpleasant situations, request purpose of appointment, number of people attending the meeting,
present to the Executive Secretary for approval; schedule meetings, inform concerned, check meeting placebos
meeting room(s), as necessary. Ensure relevant documents and papers are available for meetings. Arrange for
interpretation facilities, when required. Remind offices/ individuals of appointments meetings. Facilitate visitors'
entry when they have appointments by liaising with Security and Safety Unit. Make available a copy of daily
agenda to concerned colleagues for their perusal. Inform Executive Secretary's Security Officer and Driver of
daily movement and change(s) in programme occurring during the day. Inform all concerned date and time of
departure/arrival of the Executive Secretary (Officer-in-Charge, Protocol, ' Security Officers, Driver, and
Residence). Liaise with all concerned Units for proper up keeping and maintenance of the office and residence of
the Executive Secretary. Attend to all other needs for the well being of the Executive Secretary and his guests.
Interact, with Division and SRDC Chiefs, Heads and other staff members of UN agencies, high officials of
member States, including host country: which includes, among other tasks, follow up of activities, request for
information.
1 For eligibility and other conditions, please see the Notes at the end of this form.
2 P.315 (4-13)
• Secretarial and administrative support: Perform secretarial duties with high-level of discretion by
taking dictation , drafting routine correspondence, transcribing from tapes or manuscripts, finalizing, dispatching,
and filing of correspondence in English or French using necessary software/programmes as may be required.
Make informal translation of short correspondence from French into English or vice versa. Ensure that documents
presented for the signature of the Executive Secretary (or in his absence for the signature of the Deputy Executive
Secretary or the Officer-in-Charge) are of high quality and in compliance with established standards/procedures.
Obtains reference material(s) and attaches when necessary. Prioritize and monitor information in general and
telephone calls in particular, by taking and delivering messages promptly; keeping log of international calls
initiated to be submitted for accounting purposes. Make copies of urgent and/or confidential materials. Take
minor decisions on behalf of the Executive Secretary as required. Assist staff members of OES in any secretarial
duties; Assistance in arranging meetings and related functions: Finalize draft speeches of the Executive Secretary;
ensure timely delivery for interpreters, media , as well as web site; keep up-dated files and list of speeches
delivered (electronic and hard copies). Provide assistance to major conferences/meetings/events by participating \
in the preparation and dispatch of invitation letters and all related documentation; assist in all actions related to
the events: in, among other tasks , arranging for bilateral meetings or luncheons between the Executive Secretary
and high officials attending the Conference(s), etc. Make necessary arrangements for official functions hosted by
the Executive Secretary by establishing a list of invitees, ensuring that cards are printed appropriately and
delivered timely. Establish list of invitees who confirmed or presented regrets and inform host; organize order of
precedence and seating arrangements among and between groups of invitees; make table arrangements in liaison
with Protocol Officer; request official vehicle for VIP(s) and ensure that driver is available on time; Coordinate
with FMS for items requiring maintenance and related office space; ensure that fully furnished offices and
operational equipment are available for visiting VIP guests or consultants
• Provide guidance to colleagues: Guide junior and new colleagues on preparation and handling of daily
agenda of the Executive Secretary; servicing major meetings as well as the management of the work flow of the
front office in general. Advise colleagues on how best to handle correspondence (incoming and outgoing,
including filing) by getting accustomed with UN correspondence manuals; by using the correspondence tracking
system and other related guidelines used by the office. Assists in providing back-up system of colleagues when
situation of absence arises;
• Management of Information: Keep track of documents in the personal reference room of the Executive
Secretary, and ensure their return when borrowed by colleagues; monitor that books and reference materials are
indexed, catalogued and entered in reference room database; compile list of important addresses; ensure that
names and addresses of high-officials of member States and UN Agencies are compiled, up-dated and made
available to users; deal with routine queries and give accurate information/documentation to requests from within
and outside the Commission; liaise with information technology (ISS) colleagues to seek advice on how best to
improve working tools (such like daily calendar, documents tracking system. indexing of books and others); Look
for better tools/facilities as and when available; check with colleagues and supervisor if new facility/tool designed
is suitable for the work; have it installed after approval and ensure that OES staff are trained and use the toll's
appropriately;
• Perform duties of the Administrative Assistant when away and any other duties as required: Initiate
and coordinate business travel arrangements of the Executive Secretary and other staff members of the Office of
the Executive Secretary (including hotel accommodation, visa requirements, advising UNDP offices and handling
other travel documents); Keep constant contacts with travel agencies and other actors in the travel-related
industry. Initiate and follow-up consultants' contracts and their payment after completion of assignment.
Timekeeping of staff members. Maintain stock of matters
• Perform other duties as assigned.
3 P.315 (4-13)
COMPETENCIES
• 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. Familiar with UN correspondence guide. Works with files and other
correspondence databases. Maintains confidentiality as appropriate regarding visitors, meetings,
correspondence, etc. Takes responsibility for incorporating gender perspectives and ensuring the equal
participation of women and men in all areas of work.
• 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 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.
• 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.
• 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.
4 P.315 (4-13)
QUALIFICATIONS
Experience: A minimum of 10 years of specialized work experience in directly related fields, preferably
where UN procedures and practices are exercised, is required. Independent office management, strong
public relation capacities, ability to handle complex, urgent and highly confidential matters is also required.
This experience is normally found in a larger office setting dealing with a variety of issues, modem office
practices and equipment, as well as dealing with high-level staff. Knowledge of UN systems and procedures
as they relate to administrative policies and procedures is highly desirable. Familiarity with UN
intergovernmental process would be an advantage. Candidate should have ability to work productively
under pressure and cope with deadlines. Ability to work independently and in a multicultural environment.
Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in
all areas of work.
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.
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.
SPECIAL NOTICE FOR GENERAL SERVICE POSITION
IMPORTANT: Complete the application, P-11 form, available on the
www.uneca.org webpage. No other version of
employment.
When sending your application, please state in the subject line which position you are interested in as indicated
below. Do not send general applications.
The human resources office will evaluate your application to ensure that you meet the minimum qualifications of the
position and will provide the hiring manager with a list of eligible candidates.
Please note that external candidates are generally not entitled to be appointed at the advertised level of this temporary
vacancy and will therefore be graded in accordance with the current recruitment guidelines. This means that the
grade may be at the entry level (G4 level) and not at the advertised level of the post.
Only those applicants who are being considered will be contacted for an interview.
PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED
DOCUMENTS REQUIRED:
X Cover Letter
Proof of required academic credentials (for external applicants)
Employment verification letter from most recent employer (for external applicants)
X Last two completed Performance Appraisal or two Reference Letters for external applicants
Other:
Subject line: - Temporary Job Opening – Personal Assistant to the Executive Secretary, G-7
Ref. : HRSS/14/06/0822/kt
5 P.315 (4-13)
Notes:
• A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary
positions no more than one level above his or her current grade. However, a current staff member who holds an
appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and
including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member
holding a temporary appointment shall be regarded as an external candidate when applying for other positions,
and may apply for other temporary positions at any level, subject to staff rule 4.16 (b) (ii). Therefore, a staff
member holding a temporary appointment in the General Service or related categories may only apply to positions
within those categories. For full information on eligibility requirements, please refer to section 5 of
ST/AI/2010/4/Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further "stressed
that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and
higher categories with General Service staff members who have not passed the General Service to Professional
category examination other than on an exceptional basis, and requests the Secretary-General to ensure that
temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective
1 January 2013…" Consequently, eligible candidates in the General Service or related categories for temporary job
openings in the Professional category that have not passed the competitive examination may be selected only on an
exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could
be identified.
• Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the
duty station.
• While this temporary assignment may provide the successful applicant with an opportunity to gain new work
experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the
post. An external candidate selected for this position is bound by the prevailing condition of the staff selection
system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary
appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a
position authorized for one year or longer may not apply for or be reappointed to his/her current position within six
months of the end of his/her current service. This provision does not apply to staff members holding temporary
appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping
operations or special political missions.
• The expression "Internal candidates", shall mean staff members who have been recruited after a competitive
examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15.
• Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as
well as the requirements of the position. The United Nations is committed to the highest standards of efficiency,
competence and integrity for all its human resources, including but not limited to respect for international human
rights and humanitarian law. Candidates may be subject to screening against these standards, including but not
limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of
international human rights law and international humanitarian law.
• For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of
temporary appointments please refer to ST/AI/2010/4/Rev.1.
• The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at:
