Registery Assistant

Effective and efficient delivery of the HR functions specified under the duties and responsibilities of the Individual Contractor.

Addis Ababa

Six months from the date of entry on duty with a possibility of extension.

Background

Economic Commission of Africa is to deliver ideas and actions for an empowered and transformed Africa, informed by the 2030 Agenda and Agenda 2063.

The mission is guided by ECA's five new strategic direction 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.

The Division of Administration is responsible for providing effective, efficient and systematic management of the Commission's human and financial resources, including the administration of staff benefits, recruitment and staff learning and development.

The Human Resources Management Section which is under the umbrella of the Division of Administration provides strategic advice to ECA on all aspects of human resources planning and talent management, policy implementation and monitoring in order to ensure that HR strategy is aligned with the Commission's strategy and is responsive to evolving changes in mandate, operational priorities and budgetary imperatives.

The individual contractor will support the Strategy and Information Management Unit (SIMU), Human Resources Management Section in delivering the HR functions in the following areas:

Under the direct supervision of the Chief of Strategy and Information Management Unit, the Individual Contractor will be responsible for the following duties:
(1) Ensuring that all documents are properly classified and filed in appropriate sections of the staff members' official status file in a timely manner and in accordance with the established procedures as set out in the relevant Administrative Instruction;
(2) Planning and directing the archiving or retirement of inactive official status files and records in accordance with the established procedures, including maintaining the database of archived files for ease of retrieval and periodical review for disposal;
(3) Preparing of official status files for transmission to overseas duty stations for:
- staff on transfer overseas, including directing the content of the skeleton files;
- staff on assignment to other duty station by transmitting the skeleton files;
- for staff member’s inspection as requested.
(4) Maintaining computerized retrieval and tracking system for the active as well as inactive files.
(5) Drafting standard memoranda, notes for the record and other correspondence related to the work of the Registry Unit.
(6) Undertaking other duties as required such as planning, organizing and directing the work of the Unit; training, supervising, providing guidance and advice to the Registry Clerks;
(6) Assisting the Chief of Human Resources in developing and finalising HR work flows, standard operating procedures, and other process documents.
(7) Managing key HR events involving multiple stakeholders and assisting in coordinating work of the HR function across different units, through meetings, recording of minutes etc. as assigned.
(8) Assisting in the development of content pertaining to the HR functions activities and initiatives for showcasing on the ECA intranet.
(9) Assisting in the implementation and monitoring of the activities pertaining to staff engagement action plan.
(10)) Assisting in developing content and process for offering a single-window access to staff members for administrative services.
(11) Providing office support and administrative functions to the Office of the Chief of HR as and when required.
(12) Researching, compiling and organizing information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
(13) Generating a variety of standard statistical and other reports, work orders, etc., using various databases.
10) Proofreading documents and editing texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
11) Providing secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
12) Assisting in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.
13) Performing other duties as assigned.

Academic Qualifications: A high school diploma or equivalent is required. Additional studies related to administration, social sciences or management are highly desirable.
Experience: A minimum experience of at least five years in the area of administration is required. Experience in an International Organization is desirable. Experience in the area of human resources, records management, is an advantage.
Language: English and French are the working languages of the United Nations. For the position advertised, fluency in English is required. Knowledge of additional UN official language is an advantage.

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.