Executive Support Associate

Overview

Provide administrative and secretarial support services to the Head of Office.

You have:

• 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher
• Knowledge of English and UN working language of the duty station if not English for General Service jobs.
• Certificates and Licenses in Secretarial, Business Administration, Human Resources, Office Management or a related field.
• Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Hardship Level

A (least hardship)Family Type

FamilyFamily Type

FamilyResidential location (if applicable)

Grade

GS6Staff Member / Affiliate Type

General ServiceReason

Regular > Regular AssignmentTarget Start Date

2025-04-01Deadline for Applications

July 1, 2025Standard Job Description

Executive Support Associate

Organizational Setting and Work Relationships The position of Executive Support Associate is located within a Division/Bureau/Entity or Office of the Representation/Head of Office. The role of this position is to provide administrative and secretarial support services to the Head of Office or immediate Supervisor, in order to ensure the smooth running of the Office and its flow and management of administrative and routinely information. This would involve direct contact with other staff members and contacts with the teams of high ranking officials, both within and 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.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.

Duties - Arrange appointments and maintain Supervisor's calendar, ensure attendance and well set up of meeting rooms, and screen telephone calls. - Arrange meetings with high-ranking officials and official receptions given by the Supervisor. - Ensure that high-level visitors are appropriately informed, that they receive background information as necessary, and that the necessary protocols are respected. - Manage the flow of information to/from the Supervisor and other senior staff; identify priority matters that need to be urgently addressed or signed by the Supervisor. Follow up to ensure that appropriate administrative action is being taken by senior managers on tasks determined by the Supervisor. - Prepare briefing materials for Supervisor for official trips or special meetings including agenda, travel details and background documents prepared by the Executive Assistant. - Prepare informal translations if required. - Receive screen, log and route correspondence, attach necessary background information and maintain follow-up system. - Draft non-substantive correspondence and ensure follow-up. - Type correspondence, documents and reports, etc., some of which are highly confidential. - Select and make pertinent abstracts and undertake searches for information. - Maintain a file management system according to UNHCR policies, including general and confidential files. - Keep lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps. - Ensure administrative procedures (travel, hospitality expenses, etc.) will be timely concluded.

- 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

Education & Professional Work Experience Years of Experience / Degree Level For G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education n/a;

Certificates and/or Licenses Secretarial; Business Administration; Human Resources; Office Management or a related field; (Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience Essential Not specified

Desirable Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Functional Skills *CO-Drafting and Documentation *IT-Computer Literacy CO-Editing UN-UN/UNHCR Administrative Rules, Regulations and Procedures (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 Multi-Country Office in Argentina (MCO ARG) covers Argentina, Bolivia, Chile, Paraguay and Uruguay, mainly countries of destination for refugees and migrants with need for immediate humanitarian assistance, protection intervention and, at the later stage, for various types of durable solutions. Venezuelan refugees and migrants constitute more than 90% of the people in need of international protection in the sub-region. Existing socio-economic, demographic and structural inequalities have significantly deepened due to the COVID-19 pandemic and are having a negative impact on the living conditions, rendering more people in need of humanitarian assistance. The Executive Support Associate will contribute to the work of the MCO within the Executive Office by assisting the Representative as required by setting up meetings, coordinating official missions, preparing communications to external stakeholders including government authorities, international organizations, donors, civil society, academia - organizing events in the countries in the region, among others. The incumbent will liaise and work with all units in the MCO, regional bureau and headquarters, as well as high level government authorities of the five countries, UN System, partners and persons of concern in the countries covered, ensuring that the Representative’s agenda is met in a timely manner and all the required protocols are followed.

He/She will be under the direct supervision of the Representative of the MCO Argentina, and work in close collaboration with the Admin Officer/Senior Admin Associate, supporting the Admin Unit on General Service tasks, administrative procedures, and processing of payments among others.

Experience in similar positions in UN Agencies and/or embassies and government institutions is desirable. Desirable functional skills include attention to detail, excellent diplomatic and communicational skills, an agreeable disposition and ability to adapt to change and to work independently when required. Ability to draft correspondence in English and Spanish is a must.Required languages (expected Overall ability is at least B2 level):

English,

Spanish,

Desired languages

,

,

Operational context

Occupational Safety and Health Considerations:

Nature of Position:

Living and Working Conditions:

Additional Qualifications

Skills

CO-Drafting and Documentation, CO-Editing, IT-Computer Literacy, UN-UN/UNHCR Administrative Rules, Regulations and ProceduresEducation

Certifications

Business Administration - Other, Human Resources - Other, Office Management - Other, Secretarial - OtherWork Experience

Competencies

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

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

Compendium

Additional Information

Functional clearance

This position doesn't require a functional clearance

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: unhcr.org