Senior Executive Support Associate

Operational Context

The post in the Executive Office is one incorporated into a very fast-moving pace context, responding to the immediate and fluctuating needs of the High Commissioner. In this context, the Senior Executive Support Associate will work under the supervision of the Chef de Cabinet, to ensure effective support to the High Commissioner. In addition to the functions listed in the Job Description, this position requires excellent planning skills including intensive scheduling of meetings and events coordination. Also, an excellent team spirit and collaboration with other team members and entities within the organization is required. The incumbent of this position must have the ability to act independently, effectively and with minimal direction. The highest level of confidentiality and flexibility regarding working hours are also essential requirements of the post.

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. – 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

Relevant Job Experience 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

Knowledge of English and French are Essential.

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.