Professional### * Staff members will not normally serve in International Professional positions in the country of their nationality. In addition, in case of a first appointment upon recruitment, the assignment must be outside the staff member’s country of nationality.

In practical terms this means that you are not eligible to apply for International Professional vacancies advertised in the country where you are national of.

Reason

Regular > Regular AssignmentRemote work accepted

NoTarget Start Date

2024-01-24Job Posting End Date

February 14, 2024Standard Job Description

Executive Assistant

Organizational Setting and Work Relationships The Executive Assistant provides support to the supervisor through, among others, management of information and preparation and documentation of meetings; follow-up on actions, deadlines, commitments, maintenance of protocol procedures, and through supporting communications with Country Operations, Bureaux, Divisions, and other stakeholders.

The Executive Assistant helps the supervisor to identify priority matters that needs to be urgently addressed. S/he ensures full confidentiality in all aspects of assignment.

The incumbent receives guidance from the direct supervisor, who could be the Bureau or Division Director, Representative, or any other senior manager as applicable. The incumbent also liaises with colleagues in UNHCR on matters of non-routine significance in order to prepare documents and manage the flow of information. S/he analysis information flows and makes suggestions - and implements procedures - for efficient information management.

Regular contacts with external parties, including government officials, UN agencies and other International organizations, are made to provide the supervisor's contacts with background information on relevant topics prior to meetings, to respond to queries on behalf of the supervisor at his/her discretions, and to obtain assistance of others on matters of relevance to the office.

The Executive Assistant works closely with the senior management support team, and may supervise staff in the team. He/she also assumes a coordination role within the structure.

Duties - Monitor, screen, respond to and distribute incoming communications to the supervisor to identify priority matters that need to be addressed by the supervisor and propose actions; analyse supporting documentation and summarize most relevant points for the supervisor; ensure that appropriate action is taken by responsible senior managers on matters brought to the attention of the supervisor. - Contribute to the management and maintenance of the supervisor's schedules, appointments, correspondence and missions with support of the Principal Secretary if relevant. Follow-up on policies and instructions presented by the supervisor. Keep the supervisor aware of relevant developments in UNHCR and of policy issues directly related to UNHCR or other matters of interest under the broader UN system. - Assist the supervisor in the preparation of statements, situation reports, and briefing notes that represent UNHCR's overall policies and which highlight specific areas of concern. Propose and draft correspondence for the supervisor, also with regard to regular reporting to the High Commissioner. Ensure coordination and compilation of inputs to key reports and documents. - Confer with senior managers in the Bureau, Division, or Country Operation to secure timely and authoritative information relevant to matters requiring action, decisions, or the signature of the supervisor. - Arrange and coordinate meetings. - Ensure that the supervisor is prepared for meetings and missions by drafting talking points, researching relevant information, and establishing internal and external contacts on the subject matters to be discussed. - Accompany the supervisor to meetings and missions where relevant, in order to prepare notes on the discussions, and minutes of meetings. Track progress on agreed issues, follow-up with focal points on deadlines, commitments made, actions taken, and coordination of collection and submission of reports and requests for information. - Ensure flow of information within the office by disseminating relevant communications to senior managers and all staff in the office as required; - Support the supervisor in efforts to raise UNHCR profile and cater to its concerns within the context of the broader United Nations system. - As part of a continuous effort to improve the flow of useful information, coordinate with other services, units, etc. in UNHCR to implement systems, policies, procedures, or instruments to improve the process of executive information management. - Work with the supervisor in developing, reviewing, and proposing new policies and practices, or adaptations to existing ones. Monitor development and implementation of these policies and practices. - Ensure that high-level visitors are appropriately addressed, that they receive background information as necessary, and that protocol is respected.

- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s). - Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level For P3/NOC - 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years relevant experience with Doctorate degree

Field(s) of Education Social Sciences; Political Science; Business Administration; International Relations; or other relevant field.

Certificates and/or Licenses Not specified

Relevant Job Experience Essential 6 years of progressively responsible, coordination, administrative or operational experience Desirable Good knowledge of the UNHCR operations in general

Functional Skills MG-Office Management SO-Research MG-Diplomacy CO-Drafting and Documentation SO-Networking ER-Inter-Agency External Relations CO-Strategic Communication CO-Editing MG-Management Planning (Functional Skills marked with an asterisk* are essential)

Language Requirements For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English. For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language. For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Desired Candidate Profile

 The Executive Assistant should have experience in effectively collaborating with internal and external stakeholders, such as Bureau, HQs, Inter-agency partners, government entities, and NGO counterparts.  S/he should possess strong administrative skills, including proficiency in office management, scheduling, and travel coordination. The candidate must be skilled at organizing, multi-tasking and prioritizing tasks efficiently, ensuring the smooth functioning of the executive's office.  The ideal candidate should have excellent communication skills, both written and verbal. This includes the ability to draft professional correspondence, take accurate meeting minutes, and interact effectively with internal and external stakeholders. Strong interpersonal skills are crucial for maintaining positive relationships within the organization, management, and with external partners and stakeholders.  Given the sensitive nature of UNHCR's work that comes with the executive office, the Executive Assistant must exercise a high level of confidentiality and discretion. The candidate should be able to handle confidential information with care, maintain privacy, and navigate delicate situations with utmost professionalism.  UNHCR's dynamic environment requires an Executive Assistant who can handle multiple tasks simultaneously and adapt to changing priorities. The candidate should be proactive, resourceful, and capable of managing various responsibilities to support the executive in a fast-paced and unpredictable setting as is the case in the Bangladesh operation.  Experience in External Relations, Donor Relations and Reporting is desirable.

Any other tasks as requested by the Representative including on substantive issues that may need internal coordination.Required languages (expected Overall ability is at least B2 level):

Desired languages

Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit this link: https://wwwnc.cdc.gov/travel

Nature of Position:

The Executive Assistant must be motivated, capable and agile to keep pace with a dynamic, fast-paced emergency operation with very complex government relations and interagency coordination, protection, solutions and operational issues. The Executive Assistant develops and maintains effective working relationships with Government counterparts, particularly in the Foreign Ministry. This direct engagement keeps UNHCR's "finger on the pulse" of official thinking on critical policy issues and internal government dynamics, while also facilitating practical aspects of UNHCR's work. The Executive Assistant is the entry point for the Representative's counterparts in the Government, diplomatic community, UN agencies, NGO and other civil society partners, academia and the private sector. As the first port of call, the Executive Assistant builds UNHCR's image as an accessible, responsive, reliable, informed and effective organisation. The Executive Assistant supports UNHCR's engagement with the inter-agency coordination architecture through the Strategic Executive Group (SEG) - the coordination body for the Rohingya response, undertaking organisational work and trouble-shooting issues with the SEG members. The Executive Assistant works with the External Relations team on the Representative's engagements with the media and in external events, helping to navigate the many political sensitivities in Bangladesh, strengthen UNHCR's messaging and ensure seamless coordination. To play these roles effectively, the Executive Assistant must bring strong interpersonal and networking skills and positive partnership attitudes, complemented by a substantive knowledge of UNHCR's work globally, regionally and in and the Bangladesh operation. The Executive Assistant does not have a direct supervisory role but acts in the Representative's name within the team and in relation to the Bureau, Headquarters and other UNHCR operations in the region. This requires building excellent working relationships internally and at all levels. For all of these reasons, the Executive Assistant must bring analytical capacity, excellent judgement, political awareness and maturity, as a complement to first class organisational, prioritisation, task management, drafting, editing and communications skills.

Living and Working Conditions:

The Executive Assistant is based in Dhaka, the capital city of Bangladesh, which is the centre of national government, trade and culture and home to over 15 million people, making it the fourth-most densely populated city in the world. Bangladesh has a subtropical monsoon climate characterized by wide seasonal variations in rainfall, high temperatures and humidity. There are three distinct seasons: a hot, humid summer from March to June; a cool, rainy monsoon season from June to October; and a cool, dry winter from October to March. Dhaka is a Category C duty station with 3 years of Standard Assignment Length. It is a family duty station, and educational facilities from primary to secondary school are available. There are some private hospitals in Dhaka which can provide basic care. Vaccination against Japanese Encephalitis virus is strongly recommended. Leisure and recreational facilities are available. UNDSS-cleared hotels are available, with the rates differing depending on the availability and season. MOSS compliant apartments are available, UNDSS recommends that international staff reside in the diplomatic area of Dhaka, where the UNHCR office is also located. Banks and ATM machines are also available in Dhaka. Most major credit and debit cards are accepted in hotels, restaurants and larger shops. Foreign currency can be exchanged easily in banks and exchange houses. The current operational circumstances require frequently long working hours. This is a stressful work context, making a capacity for self-care critical. The security level system in Bangladesh is level 3 moderate. Although security is generally acceptable, given the current situation in the area, no movement on highways at night is allowed. Walking and jogging on the street and using rickshaws and taxi companies not cleared by UNDSS are not recommended. Crowded local markets should be avoided.Additional Qualifications

Skills

Education

Bachelor of Arts (BA): International Relations, Bachelor of Arts (BA): Political ScienceCertifications

Programme Management (PM) 1 - UNHCRWork Experience

Annual Budget OL in Operation/Office, Number of Persons of Concern Served, Number of Workforce in Operation/Work Setting, Workforce to Supervise, Working with Persons of Concern: RefugeesCompetencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Judgement & decision making, Organizational awareness, Planning & organizing, Political awareness, Teamwork & collaborationUNHCR Salary Calculator

https://icsc.un.org/Home/SalaryScales