Result of Service

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.

Work Location

LUSAKA

Expected duration

3 Months

Duties and Responsibilities

The 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. Duties and 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.

Qualifications/special skills

A high School diploma is required for this assignment .A Diploma Or first level degree in Secretarial, Office Management, Business Administration or related fields would be desirable. A minimum of 7 years specialized work experience directly related to fields such as office management is required with knowledge of larger office setting, modern office practices, procedures and Equipment including handling high level staff

Languages

English and French are the working languages of the United Nations Secretariat. For this assignment , fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Additional Information

Not available.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.