Org. Setting and ReportingThe Economic Commission for Africa's (ECA) 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 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. Responsibilities1. 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. EducationA High School Diploma is required. A diploma or first level degree in Business Administration, Finance, economics or related fields is desirable. Job - Specific QualificationNot available. Work ExperienceA 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 LanguagesEnglish 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. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview. Special NoticeThis position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgment within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira \"Contact Us\" link. United Nations ConsiderationsAccording to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. 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Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. 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