Executive Support Associate UN High Commissioner for Refugees Admin & Office UN High Commissioner for Refugees Admin & Office Nairobi|ContractNGO, NPO & Charity|KSh Confidential 1h Job Summary Applications are invited from qualified persons for the above vacant position. Minimum Qualification: Diploma Experience Level: Mid level Experience Length: 3 years Job Description/Requirements The position of Executive Support Associate is located within aDivision/Bureau/Entity or Office of the Representation/Head of Office.The role of this position is to provide administrative and secretarialsupport services to the Head of Office or immediate Supervisor, in orderto ensure the smooth running of the Office and its flow and managementof administrative and routinely information. This would involve directcontact with other staff members and contacts with the teams of highranking officials, both within and outside UNHCR. The incumbentprioritizes tasks and organizes work independently based on directionfrom the Supervisor and has access to highly sensitive and confidentialinformation. Duties Arrange appointments and maintain Supervisor's calendar,ensure attendance and well set up of meeting rooms, and screen telephonecalls. Arrange meetings with high-ranking officials and official receptions given by the Supervisor. Ensure that high-level visitors are appropriately informed, thatthey receive background information as necessary, and that the necessaryprotocols are respected. Manage the flow of information to/from the Supervisor and othersenior staff; identify priority matters that need to be urgentlyaddressed or signed by the Supervisor. Follow up to ensure thatappropriate administrative action is being taken by senior managers ontasks determined by the Supervisor. Prepare briefing materials for Supervisor for official trips orspecial meetings including agenda, travel details and backgrounddocuments 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. Perform other related duties as required. Minimum Qualifications Certificates and/or Licenses Secretarial; Business Administration; Human Resources; Office Management or a related field; Relevant Job Experience Desirable: Completion of UNHCR learning programmes or specific training relevant to functions of the position. Functional Skills *IT-Computer Literacy; *MS-Drafting, Documentation, Data Presentation; MS-Editing; UN-UN/UNHCR Administrative Rules, Regulations and Procedures; Language Requirements For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English. How to apply External candidates are requested to submit their applications through the UNHCR website. Instructions are provided on www.unhcr.org – Employment – Career opportunities – General Service and National Professional categories. Important Safety Tips 1. Do not make any payment without confirming with the BrighterMonday Customer Support Team. 2. If you think this advert is not genuine, please report it via the Report Job link below.
