GradeGS6
Staff Member / Affiliate TypeGeneral Service
ReasonTemporary > Temporary Assignment/ Appointment
Hardship LevelA (least hardship)
Family TypeFamily<p></p><p></p>
Residential location (if applicable)
Remote work acceptedNo
Target Start Date2023-07-03
Target End Date2023-12-31
Job Posting End DateJune 6, 2023
Standard Job DescriptionExecutive Support Associate Organizational Setting and Work Relationships The position of Executive Support Associate is located within a Division/Bureau/Entity 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 administrative and routinely information. This would involve direct contact with other staff members and contacts with the teams of 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. 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 UNHCRยฟs core values of professionalism, integrity and respect for diversity. Duties - Arrange appointments and maintain Supervisorยฟs calendar, ensure attendance and well set up of meeting rooms, and screen telephone calls. - 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. - 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. Follow up to ensure that appropriate administrative action is being taken by senior managers on tasks determined by the Supervisor. - Prepare briefing materials for Supervisor for official trips or special meetings including agenda, travel details and background documents 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 Education & Professional Work Experience Years of Experience / Degree Level For G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher Field(s) of Education n/a; 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 *CO-Drafting and Documentation *IT-Computer Literacy 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 ProfileIn Chile, UNHCR works together with government institutions, civil society organizations, municipalities, and the private sector to ensure access to protection, humanitarian assistance, and durable solutions to more than 400,000 Venezuelans, and 14,000 refugees, asylum-seekers and other individuals in need of international protection, who have sought safety in the country. Over the last couple of years, Chile has become the fourth most important country of destination for Venezuelans in Latin America after Colombia, Peru, and Ecuador.
At the request made by the UN Secretary-General to UNHCR and IOM on 12 April 2018, to lead and coordinate the response to refugees and migrants from Venezuela, UNHCR and IOM currently co-lead the National Platform for Refugees and Migrants from Venezuela in Chile and works closely with other UN sister agencies to ensure a holistic response to their plight.
The operation in Chile has a workforce of approximately 50 people, composed of staff members (both national and international), and affiliates. The National Office (NO) is in Santiago de Chile, with field presence in Iquique, Arica, Antofagasta and Puerto Montt. The NO Chile falls under the scope of the Multi-country Office (MCO) Argentina, located in Buenos Aires, that covers also Bolivia, Paraguay and Uruguay.
UNHCR is seeking a professional that will support the communications, public information, and reputational strategy of UNHCR in Chile. The ideal candidate should have proven experience of working on projects involving government actors, civil society, and other stakeholders; as well as solid experience on storytelling, planning and creating communication and audio-visual products for donors, social media, newsletter webpage and other platforms. The chosen candidate will also help on developing informative products for refugees regarding their rights and available services, as well as support on public event organization.
The Executive Support Associate will contribute to the work of the MCO within the Executive Office by assisting the Head of National Office (HoNO) as required by setting up meetings, coordinating official missions, preparing communications to external stakeholders including government authorities, international organizations, donors, civil society, academia - organizing events in the countries in the region, among others. The incumbent will liaise and work with all units in the National Office as well as the Representation in MCO, regional bureau and headquarters, and also high-level government authorities, UN System, partners and persons UNHCR serves in Chile, ensuring that the HoNOโs agenda is met in a timely manner and all the required protocols are followed. He/She will be under the direct supervision of the Head of National Office in Santiago.
Experience in similar positions in UN Agencies and/or embassies is desirable. Desirable functional skills include attention to detail, excellent diplomatic and communicational skills, an agreeable disposition and ability to adapt to change and to work independently when required. Ability to draft correspondence, background notes and talking points in English and Spanish is a must. Experience in administration, travel arrangements and organizing events are and added advantage for this position.
Functional ClearanceThis position doesn't require a functional clearance
Required languages (expected Overall ability is at least B2 level)
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Desired languages
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Additional Qualifications
SkillsCO-Drafting and Documentation, CO-Editing, IT-Computer Literacy, UN-UN/UNHCR Administrative Rules, Regulations and Procedures
Education
CertificationsBusiness Administration - Other, Human Resources - Other, Office Management - Other, Secretarial - Other
Work Experience
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