Title: Executive Support Associate Duty station: Home-based Section/Unit: Climate Financing Team, Division of External Relations Contract/Level: Local Support – Level LICA-6 (equivalent to GS-6) Duration: 01/03/2024 through 31/12/2024 with possibility of extension Supervisor: Chief Advisor Climate Financing, Houssam Chahin

General Background

The Climate Financing Hub in the Division of External Relations (DER) and is responsible for mobilizing resources for climate action for UNHCR from new and additional sources of funding. Serving a catalytic role for fundraising efforts, the Hub works closely with Donor Relations and Resource Mobilization (DRRM) and Private Sector Partnerships (PSP) as well as other HQ Divisions, Regional Bureaus and Operations.

Purpose and Scope of Assignment

The Executive Support Associate will be responsible for providing administrative support services to the Chief Advisor Climate Financing Team, in order to ensure the smooth running of the Team and its flow and management of administrative and routinely information. This would involve direct contact with other staff members and as well as contacts outside UNHCR. The incumbent prioritizes tasks and organises work independently based on direction from the Supervisor and has access to highly sensitive and confidential information.

Monitoring and Progress Controls

Administrative Support:

Provide general administrative support to the team, including scheduling meetings, managing calendars, and coordinating travel arrangements.
Prepare and distribute correspondence, reports, and other documents as needed.
Maintain team Sharepoint and ensure easy accessibility of relevant documents.
Maintain team calendar.
Provide assistance to the Chief Advisor Climate Financing, managing the calendar, scheduling appointments, and prioritizing tasks to ensure efficient time management.
Conduct research and compile briefing materials to keep the Head of Unit informed on relevant issues, ensuring they are well-prepared for meetings, conferences, and other engagements.

Meeting Coordination: - Organize and schedule team meetings, including preparing agendas, collecting relevant documents, and circulating meeting minutes. - Coordinate with internal and external stakeholders to ensure the availability of participants and necessary resources for meetings.

Communication and Information Management: - Manage and update contact lists, distribution lists, and databases to ensure accurate and up-to-date information. - Prepare background information, presentations and other documents for internal and external meetings, including through PowerPoint presentations. - Maintain and oversee the Team Sharepoint to contribute to information sharing and ease of access of resources across the team.

Logistical Support: - Assist in organizing workshops, conferences, and other events by coordinating logistical details such as venue booking.

Record Keeping and Reporting: - Maintain records of team activities, expenditures, and other relevant information. - Generate regular reports on team activities and accomplishments, to be shared with internal audiences.

Budget and Finance Support: - Assist in monitoring and tracking budget expenditures, ensuring adherence to financial guidelines. - Prepare financial reports and documentation as required.

Collaboration and Teamwork: - Adherence to policies and procedures. - Ensure compliance with UN policies and procedures in all administrative activities. - Stay informed about changes in policies and communicate relevant information to the team.

Special Projects: - Participate in and contribute to special projects or initiatives as assigned by supervisor.

Qualifications and Experience

a. Education (Level and area of required and/or preferred education)

Desirable: - Bachelors degree in sciences, social sciences or other relevant field required

b. Work Experience - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

c. Key Competencies • Excellent verbal and written communication skills in English. • Ability to work collaboratively across diverse teams. • Strong attention to detail, with ability to multi-task and manage tight deadlines. • Excellent skills in Microsoft Office Suite