Hardship LevelH (no hardship)
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeGS6
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2023-10-01
Job Posting End DateAugust 25, 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 Profile Skills
โข Excellent written and verbal communication skills
โข Time-management skills
โข Ability to pay attention to detail
โข Organization skills
โข Ability to multitask
โข Basic understanding of frequently used computer software and programs, such as Microsoft Office
โข Interpersonal skills
2. Behaviour
โข Team player
โข Accuracy and attention to detail
โข Responsive, quick delivery of results
โข Client orientation
3. Talents
โข Delivers under pressure
โข Deals well with complexity
โข Handles multiple assignments
โข Adapts to change
4. Core values
โข Professionalism
โข Curious, a learner
โข Open-minded, looking for new solutions
โข Ethical
โข Discreet, able to handle confidential, sensitive information
โข Organizational awareness
โข Communicates well
Required languages (expected Overall ability is at least B2 level): English
,French
,
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
Nature of Position:
Under the guidance and direct supervision of the Director of the Division of Strategic Planning and Results, the Executive Support Associate will ensure effective and efficient executive and administrative support to the Director and her Office with full confidentiality in all aspects of assignment. The incumbent will maintain protocol procedures, manage information flow, and follow-up on deadlines and commitments made. S/He also will work in close collaboration with other team members of the Director 's Office including RMU. The incumbent will also liaise with colleagues within the three Services of the division at HQ Geneva and Budapest. The Executive Associate will be the focal point for all communications and appointments with the Director, including with senior management/staff at HQ and in the field and external stakeholders. Full confidentiality in all aspects of assignment, management of information flow and follow-up on deadlines and commitments made are fundamental to the position. The Executive Associate is also responsible for the smooth flow of a heavy volume of work dealing with a wide range of confidential matters, often under time pressure. The incumbent will need to have specific competencies in client orientation, solid organizational awareness, and creative thinking, work well under pressure, demonstrate flexibility and sound individual judgement and discretion. The Executive Associate will backstop the Executive Assistant to the Director during her/his absence. Fluency and written skills of both English and French are essential given the nature of the function within Headquarters in Geneva.
Living and Working Conditions:
Additional Qualifications
Skills
Education
CertificationsBusiness Administration - Other, Human Resources - Other, Office Management - Other, Secretarial - Other
Work Experience
CompetenciesAccountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Political awareness, Teamwork & collaboration
UNHCR Salary Calculator
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Compendium
Additional InformationCandidates might be required to sit for a test in connection with this Job Requisition. Recruitment as UNHCR staff member is subject to proof of vaccination against Covid-19.
Functional clearanceThis position doesn't require a functional clearance