Org. Setting and Reporting
This position is located in ECLAC Washington Office.The Economic Commission for Latin America and the Caribbean is one of the five regional Commissions of the United Nations. It was founded in 1948 with the purpose of contributing to the region’s economic and social development. Its mission includes the design, monitoring and evaluation of public policies and the provision of advisory services, expertise and training to Governments, as well as support for regional and international cooperation and coordination activities. Please visit our website at http://www.eclac.org for further information.
Under the direct supervision of the Director of the Washington Office, the incumbent performs the following duties: •Acts as secretary and provides direct assistance to the Director of the Washington Office •Performs, under minimal supervision, the full range of office management and administrative support functions.•Maintains liaison with the Executive Office and with senior officials in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the unit’s outputs, products, tasks, etc.•Responds or drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.•Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.•Prepares local and international travel arrangements, to include preparation of travel budget, authorization request, travel requests, review and submission of travel claims and supporting documentation for completeness, accuracy and conformity with UN Rules.•Sends weekly Diplomatic Pouch to Headquarters in Santiago, Chile, to include preparation of summary of enclosures, packaging of material, sealing of pouch and coordination of pick-up by delivery service.•Ensures smooth and efficient information flow within the unit; prepares and processes confidential information. •Compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.•Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events. Assists visiting personnel and official visitors arranging meetings, travel and lodging. •Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).•Assists in the preparation of presentation materials using appropriate technology/software.•Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.).•Maintains files (both paper and electronic) and databases for work unit.•Performs other duties as assigned.
• PROFESSIONALISM: Knowledge of general office and administrative support including administrative support is required. 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.• PLANNING AND 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.• ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
High school diploma or equivalent is required. Administrative studies are desirable. Studies in translation and interpretation would be desirable.
Five years of relevant experience in general office support, secretarial function or related fields are required.
English and French are the working languages of the United Nations Secretariat. For the post advertised, advanced knowledge of oral and written English and Spanish is required. Knowledge of the second language (English/Spanish) will be tested, unless it can be supported by a certificate from a recognized institution.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations – Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.