Job Summary
Applications are invited from qualified persons for the above vacant position.
Minimum Qualification:Bachelor
Experience Level:Mid level
Experience Length:6 years
Job Description/Requirements
Procedures and Eligibility
Before submitting an application, UNHCR staff members intending to
apply to this Job Opening are requested to consult the Recruitment and
Assignments Policy (RAP, UNHCR/HCP/2017/2 and the Recruitment and
Assignments Administrative Instruction (RAAI), UNHCR/AI/2017/7 OF 15
August 2017.
Duties and Qualifications
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.
- 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.
(Field(s) of Education marked with an asterisk* are essential)
Certificates and/or Licenses
n/a
(Certificates and Licenses marked with an asterisk* are essential)
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;
MG-Planning;
MS-Research;
MG-Diplomacy;
CO-Strategic Communication;
MS-Drafting, Documentation, Data Presentation;
UN-UNHCR Operations, mandate, principles and policies;
CO-Editing;
MS-Networking;
ER-Inter-Agency External Relations;
(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.
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.
Position Competencies
C001L3 - Accountability Level 3
C002L3 - Teamwork & Collaboration Level 3
C003L3 - Communication Level 3
C004L3 - Commitment to Continuous Learning Level 3
C005L3 - Client & Result Orientation Level 3
C006L3 - Organizational Awareness Level 3
M003L3 - Judgement and Decision Making Level 3
X001L3 - Analytical Thinking Level 3
X005L3 - Planning and Organizing Level 3
X007L3 - Political Awareness Level 3
Additional Information
The UNHCR workforce consists of many diverse nationalities, cultures,
languages and opinions. UNHCR seeks to sustain and strengthen this
diversity to ensure equal opportunities as well as an inclusive working
environment for its entire workforce. Applications are encouraged from
all qualified candidates without distinction on grounds of race, colour,
sex, national origin, age, religion, disability, sexual orientation and
gender identity.
Additional Information
Please note that UNHCR does not charge a fee at any stage of its
recruitment process (application, interview, meeting, travelling,
processing, training or any other fees).
Closing Date
Please note that the closing date for vacancies advertised in this addendum isTuesday 2 February 2021 (mid-night Geneva time).
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