Senior Executive Support Associate

B

Family Type

Family

Family Type

Family

Residential location (if applicable)

Grade

GS7

Staff Member / Affiliate Type

General Service

Reason

Regular > Regular Assignment

Remote work accepted

No

Target Start Date

2024-04-01

Job Posting End Date

December 31, 2023

Standard Job Description

Senior Executive Support Associate

Organizational Setting and Work Relationships

The position of Senior Executive Support Associate 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 information. This would involve direct contact with other staff members and contacts with 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.

The Executive Support positions at G7 grade level are normally supervised by senior management positions at D2 or above.

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, place and screen telephone calls and answer queries with discretion.
• 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.
• Confer with senior managers and Heads of Sections to secure timely and authoritative information relevant to matters requiring action, facilitating decisions by or authorised approvals from the Supervisor. Follow up to ensure that appropriate action is being taken by senior managers on tasks determined by the Supervisor.
• Prepare briefing materials for Supervisor for official trips or special meetings.
• 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.
• Prepare informal translations if required.
• Receive screen, log and route correspondence, attach necessary background information and maintain follow-up system.
• Select and make pertinent abstracts and undertake searches for information.
• Draft non-substantive correspondence and ensure follow-up.
• Type correspondence, documents and reports, etc., some of which are highly confidential.
• 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

Years of Experience / Degree Level

For G7 – 4 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education

Not applicable.

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

• IT-Computer Literacy
• CO-Drafting and Documentation

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 incumbent should have:

• Experience in refugee/humanitarian/ crisis context and of working in a UN organization.
• Excellent verbal and written communications skills, both in English and Nepali.
• Knowledge of Administration/HR/program management/external relations is highly desirable as the candidate is expected to be performing back-up roles for these functions.

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

,

,

Desired languages

,

,

Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit this link: https://wwwnc.cdc.gov/travel

“Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of vaccination against Covid-19.”

Nature of Position:

Under the direct supervision of the Representation, the Senior Executive Support Associate will provide administrative and secretarial support services to the Head of Office, to ensure the smooth running of the Office and its flow and management of information. This would involve direct contact with other staff members and contacts with high-ranking officials, both within and outside UNHCR. The incumbent prioritizes tasks and organises work independently based on direction from the Representative and has access to highly sensitive and confidential information.

The position is expected to perform back-up functions for several other units such as External Relations/Admin/HR/Finance/Protection/Program. The position supports the Representative in liaising with external stakeholders at all levels and with functional units. T

The position accompanies the Representative in high-level government meetings, prepares briefing kits, advises on appropriate PI gifts and dissemination of information to relevant stakeholders.

The position is also expected to coordinate with different units/organizations/ UNRCO to ensure smooth flow of information inhouse and with external actors.

The incumbent will be a member of a multi-functional team and requires the desire and the capacity to be a strong team member and supporter.

Living and Working Conditions:

The position is based in Kathmandu, Nepal. Kathmandu is category B duty station.

Skills

Additional Qualifications

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

Education

Certifications

Business Administration – Other, Human Resources – Other, Office Management – Other, Secretarial – Other

Work Experience

Competencies

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

UNHCR Salary Calculator

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

Compendium

Additional Information

Functional clearance

This position doesn’t require a functional clearance