STAFF ASSISTANT

Organizational Context

The Economic Commission for Africa (ECA) aims to deliver transformative ideas and actions for Africa, guided by the 2030 Agenda and Agenda 2063. This role is situated within the Sub-Regional Office (SRO/SA) in Lusaka, Zambia, reporting directly to the Director. The Staff Assistant manages the daily operations of the Director's office, overseeing information flow, providing secretarial and document processing services, and supporting administrative duties.

Job Purpose

The Staff Assistant plays a crucial role in supporting the Director of the Sub-Regional Office (SRO/SA) in Lusaka, Zambia, ensuring the smooth and efficient operation of the office. This position involves managing daily administrative tasks, coordinating diverse activities, and serving as a key communication link between the Director and senior staff. The incumbent will handle scheduling, correspondence, information requests, and support for presentations, contributing to the effective implementation of management directives and the timely delivery of products. By managing administrative procedures and supporting data analysis, the role directly contributes to the office's operational effectiveness and the broader mission of the Economic Commission for Africa in driving economic diversification and development on the continent.

Responsibilities

The Staff Assistant is responsible for comprehensive administrative and secretarial support to the Director and the office. Key duties include managing priorities and workflow, coordinating diverse activities, and ensuring timely execution of management directives. This involves acting as a primary communication link, managing the Director's schedule, and handling representational duties as a first point of contact. The role requires screening and prioritizing correspondence, researching and compiling background materials for reports and speeches, and independently responding to complex information requests. Additionally, the Staff Assistant will support presentations, improve administrative systems, coordinate work with other Programme Assistants, organize official meetings and receptions, and manage confidential information. Responsibilities also extend to handling travel arrangements, visa applications, expense statements, and ensuring quality control for outgoing documents, including proofreading and editing.

Work Experience

A minimum of seven years of general office support experience is required, preferably in a large office setting with exposure to modern administrative practices and high-level staff. This requirement is reduced to five years for candidates with a first-level university degree. Experience in data analytics is desirable, as is prior experience within the UN System or similar international organizations.

Skills

Professionalism, strong communication skills (written and verbal), and technological awareness are essential. Ability to perform data analysis, modeling, and interpretation is required. Proficiency in standard word processing packages is necessary. Knowledge of administrative policies, processes, and procedures is expected.

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