ORGANIZATIONAL SETTING AND REPORTING

The mission of the United Nations Economic Commission for Africa (ECA) is to deliver ideas and actions for an empowered and transformed Africa, guided by the 2030 Agenda for Sustainable Development and Agenda 2063.

ECA’s work is driven by five strategic directions:

• Advancing ECA’s position as a premier knowledge institution that leverages global and local solutions for Africa’s development challenges.
• Developing macroeconomic and structural policy options to accelerate economic diversification and job creation.
• Designing and implementing innovative financing models for infrastructure and human, physical, and social assets.
• Contributing solutions to regional and transboundary challenges, with a focus on peace, security, and social inclusion.
• Advocating Africa’s position globally and developing regional responses to global governance issues.

This position is based in the Sub-Regional Office for Southern Africa (SRO-SA) in Lusaka, Zambia.

Under the direct supervision of the Director of SRO-SA, the incumbent will manage the daily operations of the Director’s Office, facilitate information flow, provide secretarial and document processing services, and support administrative functions as assigned.

RESPONSIBILITIES

Within delegated authority, the Staff Assistant will perform the following duties:

Administrative and Office Management

• Provide substantive and administrative support in managing the priorities and workflow of the Director and the Office of the Director.
• Coordinate and monitor multiple activities and work processes to ensure timely implementation of management directives and delivery of outputs.
• Establish and improve administrative procedures and filing systems (both electronic and paper-based).
• Handle confidential information and maintain appropriate records.
• Perform other duties as assigned.

Communication and Coordination

• Serve as the communication link between the Director and senior staff.
• Convey directives, reports, status updates, and other relevant information on behalf of the Director.
• Bring urgent and sensitive matters to the Director’s attention.
• Act as the first point of contact and liaison with senior officials and external stakeholders.
• Screen, prioritize, and monitor incoming correspondence and ensure appropriate follow-up actions.

Scheduling and Executive Support

• Manage the Director’s calendar, appointments, and scheduling priorities.
• Resolve scheduling conflicts and competing demands effectively.
• Research, compile, and summarize background materials for reports, speeches, briefs, and presentations.
• Support preparation of presentations for intergovernmental bodies and meetings through briefing notes, slides, and supporting documentation.

Data Management and Reporting

• Compile and analyze data from various sources, including Umoja SAP.
• Prepare summaries, reports, and presentations for management review.
• Assist with data collection, analysis, visualization, and reporting for planning, decision-making, and knowledge management purposes.
• Update information materials, including web pages and brochures.

Correspondence and Documentation

• Handle complex information requests and inquiries independently.
• Draft and respond to correspondence and communications.
• Exercise quality control on outgoing documents.
• Proofread and edit documents to ensure compliance with formatting, grammar, punctuation, and style standards.
• Produce a wide range of complex documents and reports using standard office software.

Team Coordination

• Coordinate work with Programme Assistants across substantive sections and units.
• Monitor priorities and deadlines.
• Assign work, review outputs, and provide training on administrative and protocol procedures.

Meetings and Events Management

• Organize official receptions, meetings, and events.
• Manage logistics, including venue reservations, invitations, participant lists, catering, seating arrangements, documentation, and equipment requirements.

Administrative Services

• Manage leave and attendance records, timesheets, travel arrangements, visa applications, expense claims, telecommunications charges, equipment purchases, requisitions, and conference room bookings.

Travel and Protocol Support

• Arrange the Director’s official travel, including:
  • Itinerary planning
  • Flight and accommodation bookings
  • Visa processing
  • Logistics coordination
  • Protocol requirements
• Maintain communication with the Director during official travel and promptly escalate urgent matters requiring attention.

This role requires exceptional organizational, communication, administrative, and coordination skills, with the ability to manage multiple priorities in a fast-paced international environment.

Education

A high school diploma or equivalent is required. A diploma or first-level degree in business administration, finance, economics, or related fields is desirable.

• Provide substantive and administrative support in managing the priorities and workflow of the Director and the Office of the Director.
• Coordinate and monitor multiple activities and work processes to ensure timely implementation of management directives and delivery of outputs.
• Establish and improve administrative procedures and filing systems (both electronic and paper-based).
• Handle confidential information and maintain appropriate records.
• Perform other duties as assigned.
• Serve as the communication link between the Director and senior staff.
• Convey directives, reports, status updates, and other relevant information on behalf of the Director.
• Bring urgent and sensitive matters to the Director’s attention.
• Act as the first point of contact and liaison with senior officials and external stakeholders.
• Screen, prioritize, and monitor incoming correspondence and ensure appropriate follow-up actions.
• Manage the Director’s calendar, appointments, and scheduling priorities.
• Resolve scheduling conflicts and competing demands effectively.
• Research, compile, and summarize background materials for reports, speeches, briefs, and presentations.
• Support preparation of presentations for intergovernmental bodies and meetings through briefing notes, slides, and supporting documentation.
• Compile and analyze data from various sources, including Umoja SAP.
• Prepare summaries, reports, and presentations for management review.
• Assist with data collection, analysis, visualization, and reporting for planning, decision-making, and knowledge management purposes.
• Update information materials, including web pages and brochures.
• Handle complex information requests and inquiries independently.
• Draft and respond to correspondence and communications.
• Exercise quality control on outgoing documents.
• Proofread and edit documents to ensure compliance with formatting, grammar, punctuation, and style standards.
• Produce a wide range of complex documents and reports using standard office software.
• Coordinate work with Programme Assistants across substantive sections and units.
• Monitor priorities and deadlines.
• Assign work, review outputs, and provide training on administrative and protocol procedures.
• Organize official receptions, meetings, and events.
• Manage logistics, including venue reservations, invitations, participant lists, catering, seating arrangements, documentation, and equipment requirements.
• Manage leave and attendance records, timesheets, travel arrangements, visa applications, expense claims, telecommunications charges, equipment purchases, requisitions, and conference room bookings.
• Arrange the Director’s official travel, including: Itinerary planning, Flight and accommodation bookings, Visa processing, Logistics coordination, Protocol requirements.
• Maintain communication with the Director during official travel and promptly escalate urgent matters requiring attention.

• Exceptional organizational skills
• Exceptional communication skills
• Exceptional administrative skills
• Exceptional coordination skills
• Ability to manage multiple priorities in a fast-paced international environment

• A high school diploma or equivalent is required.
• A diploma or first-level degree in business administration, finance, economics, or related fields is desirable.