Senior Executive Support Assistant

Overview

Provide administrative and secretarial support to UNHCR's Head of Office.

You have:

• 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher.
• Business Administration, Secretarial, Office Management, Human Resources, or other related field.
• Knowledge of English and UN working language of the duty station if not English.
• Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Grade

GS5Staff Member / Affiliate Type

General ServiceReason

Temporary > Temporary Assignment/ AppointmentHardship Level

A (least hardship)Family Type

Family<p></p><p></p>Residential location (if applicable)

Target Start Date

2025-03-01Target End Date

2026-02-28Deadline for Applications

January 28, 2025Standard Job Description

Senior Executive Support Assistant

Organizational Setting and Work Relationships The position of Senior Executive Support Assistant is located within a Division/Bureau 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. Subject to the nature of the task/assignment, the incumbent will work independently on routine tasks, while will follow instructions of the supervisor for more complex issues.

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 - Provide secretarial and administrative support to the UNHCR Office thus it's better able to meet its objectives. - Arrange appointments and maintains supervisor's calendar. Receive visitors; places and screens telephone calls and answers queries with discretion. - Arrange meetings, both internal and external, some involving high-ranking officials, and take minutes and/or notes at meetings. - Prepare informal translations and may act as interpreter. - Draft correspondence, documents and reports, some of which are highly confidential. - Receive, screen, log and route correspondence, attach necessary background information and maintain follow-up system. - Draft official correspondence, documents and reports on routine matters and/or for clearance by the supervisor and ensure follow-up. Maintain filing system for electronic and hard copy documents. - Maybe required to assist in Human Resources tasks (attendance record, travel arrangements, preparation of travel authorisation, /claims, etc.) for staff within the unit. - Assist in the preparation of visit programmes, briefings on issues covered by the Unit, collection of documentation for briefing kits; talking points and other material for missions, meetings and visits.

- 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 G5- 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

Field(s) of Education Not applicable

Certificates and/or Licenses Business Administration, Secretarial, Office Management, Human Resources, or other 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 *IT-Computer Literacy UN-UN/UNHCR Administrative Rules, Regulations and Procedures CO-Drafting and Documentation (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 desired candidate should possess excellent communication and drafting skills in both English and Armenian to write routine correspondence, minutes, notes, reports, with some guidance draft more complex messages by collecting inputs from other Units and approach a broad range of external stakeholders for meeting requests and other purposes. The candidate should demonstrate kindness, tact and diplomacy when interacting both internally with UNHCR staff and externally with governmental counterparts, Embassies, and other partners. S/he should always respect confidentiality. The Snr Executive Support Assistant is also expected to manage the calendar of the Representative, support priority setting, arrange and prepare meetings, missions, travels, appointments, and file documents, keeping in/out chrono files, and support internal information flow and workflow. The ideal candidate should also possess strong external relations and presentation skills and be proficient on social media to support the Representative to actively engage and produce content on work related matters with the support and in collaboration with the External Relations Unit.Functional Clearance

This position doesn't require a functional clearance****Required languages (expected Overall ability is at least B2 level)****

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Additional Qualifications

Skills

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

Certifications

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

UNHCR Salary Calculator

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

Other information

Only shortlisted candidates will be contacted and invited for an interview and may sit a test.

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Potential interview questions

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