Chief of Secretariat

H (no hardship)

Family Type

Family

Family Type

Family

Residential location (if applicable)

Grade

PR5

Staff Member / Affiliate Type

Professional

Reason

Regular > Regular Assignment

Remote work accepted

No

Target Start Date

2023-11-30

Job Posting End Date

December 21, 2023

Standard Job Description

Chief of Secretariat

Organizational Setting and Work Relationships

Supervised and guided by the Secretary of the Executive Committee and Head of the Governance Service, the Chief of Secretariat plays a role in shaping and developing the Office’s relations and strategy with its governing bodies, as well as supporting the effective functioning of the Executive and Standing Committees. Internally, this requires close collaboration with the Executive Office, the Divisions and Bureaux. Externally, the incumbent represents UNHCR in inter-governmental consultations and negotiations on ExCom decisions and conclusions, including adoption of the budget, as well as the development of the draft text and support for annual negotiations of the General Assembly’s resolution on the work of the Office. The incumbent may be called upon to act as Secretary, in the latter’s absence.

The incumbent manages the Secretariat in support of the work of the Executive Committee and its Standing Committees and provides guidance and support to the Secretary of the Executive Committee in his/her functions with the Executive Committee Bureau and Member States. In this context, the incumbent works closely with regional bureaux and Divisions at Headquarters (HQ), in particular Division of International Protection (DIP), Division of Strategic Planning and Results (DSPR) and Division of Financial and Administrative Management (DFAM), to ensure the quality of governance documentation, which must meet the needs of the Committee and be produced in compliance with the Committee’s and General Assembly’s rules and deadlines. The Chief of Secretariat ensures that all decisions are reached after careful political consideration, assessing their potential impact on both the governing body and the Office.

The incumbent supervises the work of the Executive Committee Secretariat, which consists of a team of eight staff: a Senior English Editor and Protocol Officer, a Senior French Translator, an External Relations Officer (Governance), an Associate Editor, an Associate Reporting Officer, two Conference Services Associates (French and English) and a Translation and Conference Services Assistant.

In addition to ensuring quality control and adherence to UN editorial standards of governance-related documentation, the Secretariat, supervised by the incumbent, is also responsible for reviewing and editing the High Commissioner’s correspondence in English, French and Spanish.

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

• Ensures that official documentation (conference room papers and documents bearing the seal of the Office) is consistent with the Office’s policies and priorities; provides content that satisfies the needs of Member States; and conforms to the highest editorial standards and UN rules and regulations.
• Supports the Secretary of the Executive Committee in the smooth organization and conduct of all governance-related meetings.
• Provides appropriate guidance and support to (1) the Executive Committee Rapporteur, in the negotiations of decisions and conclusions; and (2) the Member State Coordinator, in the annual General Assembly negotiations.
• Follow-up on the Member States’ formal requests swiftly and appropriately.
• Support the Secretary of the Executive Committee in maintaining and strengthening relations with Executive Committee Member States and other UN Member States.
• Oversee the organization of formal and informal meetings of the Executive Committee and its Standing Committees, including the planning, control and finalization of documentation and formulation of reports and draft decisions.
• Advise the ExCom Secretary concerning the application of relevant rules of procedure and resolutions, including those of the GA and ECOSOC.
• Oversee the drafting and editorial activities of the Secretariat, ensuring that the policies and programmes of the Office are accurately and coherently presented in governance documentation.
• Supervise preparation of the High Commissioner’s reports to the General Assembly on implementation of GA resolutions and support the Member State Coordinator during the development and negotiation of resolutions of direct concern to the Office.
• Edit governance documentation; draft or revise other documentation of the Office as requested.
• Act as a resource person in ExCom informal meetings on conclusions and decisions; ensure that texts properly reflect the consensus of the Committee and take account of the concerns and interests of the Office.
• Supervise preparations for international conferences and meetings called by the Office.
• Supervise the editing and quality control of the High Commissioner’s correspondence.
• Promote communication and understanding of the interests and concerns of Member States among UNHCR staff.
• Liaise with UNOG and DGACM concerning UNHCR’s official documentation; the scheduling of UNHCR’s agenda items; utilization rates and compliance with UN regulations.
• Organize, in conjunction with Donor Relations and Resource Mobilization Service (DRRM), the annual Ad hoc Committee of the General Assembly for the announcement of voluntary contributions to the Programme of the United Nations High Commissioner for Refugees (Pledging Conference)
• Perform other duties as requested by the Head of Service/ExCom Secretary.
• Manage postings and recruitment processes and evaluate and manage the staff of the Secretariat, providing feedback and supporting professional development.
• Plan and track the utilization of resources (human and financial) necessary for the effective implementation of the Committee’s programme of work.
• Make decisions relative to the organization of meetings of the Executive Committee and its Standing Committees.
• Enforce compliance with the required UN standards for drafting and editorial activities of the Secretariat.
• Coordinate with relevant HQ Divisions the planning and execution of the programme of work, including agenda items, conference room papers, Informal Consultative Meetings and informal briefings.
• In the absence of the ExCom Secretary, clear official documentation for the Executive Committee and the Executive Office.
• Oversee the diplomatic protocol functions as performed by the Senior English Editor & Protocol Officer.
• Lead risk assessments and discussions with team(s) to proactively manage risks and seize opportunities impacting objectives. Ensure that risk management principles are integrated in decision-making both at strategic and operational levels. Allocate resources for planned treatments with resource requirements in Strategic Plans. Ensure that risks are managed to acceptable levels and escalate, as needed. If a Risk Owner, designate the Risk Focal Point and certify that the annual risk review is completed and ensure that the risk register is updated during the year, as needed.
• Perform other related duties as required.

Minimum Qualifications

Education & Professional Work Experience

Years Of Experience / Degree Level

For P5 – 12 years relevant experience with Undergraduate degree; or 11 years relevant experience with Graduate degree; or 10 years relevant experience with Doctorate degree

Field(s) of Education

International Law; International Relations; Law;

Political Science; or other relevant field.

Certificates and/or Licenses

Not specified.

Essential

Relevant Job Experience

Substantial relevant experience in an international capacity. Comprehensive knowledge of UNHCR, its protection mandate and place in the United Nations system, and the functioning of the General Assembly. Experience in inter-governmental negotiations. General understanding of diplomatic protocol.

Desirable

Experience in UNHCR management programmes.

Functional Skills

• CO-Drafting and Documentation
• ER-Inter-Agency External Relations
• MG-Diplomacy
• MG-Political Decision Making
• MG-UN/UNHCR Management Practices/Standards and Processes

PS-Public Relations

• UN-UN Organizational Regulatory frameworks, policies, processes

(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.

Competency Requirements

All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.

Core Competencies

Accountability

Communication

Organizational Awareness

Teamwork & Collaboration

Commitment to Continuous Learning

Client & Result Orientation

Managerial Competencies

Empowering and Building Trust

Judgement and Decision Making

Leadership

Managing Performance

Managing Resources

Strategic Planning and Vision

Cross-Functional Competencies

Analytical Thinking

Planning and Organizing

Political Awareness

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

An excellent command of English, including strong drafting and editing skills, are required. Spoken French is required, and the ability to edit in French is highly desirable. A general understanding of diplomatic protocol is an added advantage.

Required languages (expected Overall ability is at least B2 level):

French

,

,

Desired languages

,

,

Operational context

Occupational Safety and Health Considerations:

There are no notices currently in effect for Switzerland as per the webpage: Switzerland – Traveler view | Travelers’ Health | CDC

Nature of Position:

The Chief of Secretariat guides and oversees the work of the Secretariat team and supports the Secretary of the Executive Committee in planning and implementing the Executive Committee’s programme of work.

English and French are the working languages of UNHCR and the Executive Committee. The position is an expert position and non-rotational.

Living and Working Conditions:

Geneva is a HQ duty station offering high standard living conditions with a relatively high cost of living. With the exception of nationals of the European Union (EU), the European Free Trade Association (EFTA), Brunei Darussalam, Japan, Malaysia, New Zealand, the Principality of Andorra, San Martin, Singapore and Vatican, nationals from other countries are subject to the visa requirement for taking up employment. In the absence of a Swiss long stay entry visa, the Swiss mission cannot issue them a Carte de legitimation (equivalent to a work and residency permit). The same rule applies to family members who, depending on their nationalities, must enter Switzerland with a visa for family reunion purposes. Identifying accommodation will be a priority before arriving at the duty station. Staff members assigned to Geneva have also been granted the opportunity to reside in neighboring France on the understanding that the preconditions to acquiring a French residency permit are respected. Medical care is up to international standards. Under the Swiss Federal Health Insurance Act health insurance coverage is compulsory for all persons domiciled in Switzerland within three months of taking up residence or being born in the country. International staff members and their family members holding a Carte de legitimation or an attestation delivered by the Swiss Federal Department of Foreign Affairs are exempt from this compulsory insurance provided that they are covered by another health insurance scheme (i.e. UNSMIS). With regard to educational facilities in the Geneva area, international schools (e.g. La Grande Boissière, Châtaigneraie and Pregny, College du Leman) have difficulties to find place for new admissions. It is therefore advisable to make requests for admission for children as early as possible. For more information on this subject, staff can contact the Association Genevoise des écoles privées in Geneva (www.agep.ch).Staff members at the grade of P-5 and above, who reside in Switzerland, enjoy diplomatic status in Switzerland and may purchase goods tax-free in Switzerland. They are also entitled to the Swiss petrol card and CD plates.

Skills

Additional Qualifications

Education

Bachelor of Arts (BA): International Law, Bachelor of Arts (BA): International Relations, Bachelor of Arts (BA): Law, Bachelor of Arts (BA): Political Science

Certifications

Work Experience

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Leadership, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Strategic planning & visions, Teamwork & collaboration

UNHCR Salary Calculator

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

Compendium

Add. 2 to Bi-annual Compendium 2023 – Part B

Additional Information

Functional clearance

This position doesn’t require a functional clearance