Hardship LevelA (least hardship)
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeGS5
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2023-09-11
Job Posting End DateAugust 24, 2023
Standard Job DescriptionSenior Executive Support Assistant Organizational Setting and Work Relationships The position of Senior Executive Support Assistant 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 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. Subject to the nature of the task/assignment, the incumbent will work independently on routine tasks, while will follow instructions of the supervisor for more complex issues. 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 - Provide secretarial and administrative support to the UNHCR Office thus it's better able to meet its objectives. - Arrange appointments and maintains supervisor's calendar. Receive visitors; places and screens telephone calls and answers queries with discretion. - Arrange meetings, both internal and external, some involving high-ranking officials, and take minutes and/or notes at meetings. - Prepare informal translations and may act as interpreter. - Draft correspondence, documents and reports, some of which are highly confidential. - Receive, screen, log and route correspondence, attach necessary background information and maintain follow-up system. - Draft official correspondence, documents and reports on routine matters and/or for clearance by the supervisor and ensure follow-up. Maintain filing system for electronic and hard copy documents. - Maybe required to assist in Human Resources tasks (attendance record, travel arrangements, preparation of travel authorisation, /claims, etc.) for staff within the unit. - Assist in the preparation of visit programmes, briefings on issues covered by the Unit, collection of documentation for briefing kits; talking points and other material for missions, meetings and visits. - Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For G5- 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher Field(s) of Education Not applicable (Field(s) of Education marked with an asterisk* are essential) Certificates and/or Licenses Business Administration, Secretarial, Office Management, Human Resources, or other 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 UN-UN/UNHCR Administrative Rules, Regulations and Procedures CO-Drafting and Documentation (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 Certificates and/or Licenses: Business Administration, Secretarial Office Management, Human Resources, or other related field
Completion of UNHCR learning programmes or specific training relevant to functions of the position.
Functional Skills: IT-Computer Literacy, UN-UN/UNHCR Administrative Rules, Regulations, and Procedures; MS-Drafting, Documentation, Data Presentation
Language Requirements: Knowledge of English and/or the UN working language of the duty station if not English.
ADDITIONAL INFORMATION
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, successful reference checks, and integrity clearances.
PLEASE DO NOT USE TURKISH CHARACTERS IN YOUR NAME & SURNAME INFORMATION.
Staff members should serve for a minimum of one year following assignment before being considered eligible to apply for another position within the same category. This requirement is waived in respect of staff members whose position is being changed or whose assignment/appointment through the joint staff/management review body is in a replacement capacity.
UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training, or any other fees).
Only short-listed candidates will be notified. The recruitment process might include a written test and/or oral interview for this job opening. No late applications will be accepted.
External candidates should be legally present in Tรผrkiye at the time of application, recruitment, and hire.
Non-Turkish citizens are required to upload their residence permits or relevant documents under the โCertificationsโ section, by selecting the type โPersonnel Administration โ Otherโ, to be considered for this job opening.
Applications by non-Turkish citizens will NOT be considered if a valid residence permit is not attached to the application.
For further information on how to apply, please visit the โUNHCR - Application and Selectionโ page, at https://www.unhcr.org/how-to-apply.html.
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
Nature of Position:
The position of Senior Executive Support Assistant is located within the Office of the Representative of UNHCR Turkiye. The role of this position is to provide administrative and secretarial support services to the Representative, in order to ensure the smooth running of the Office and its flow and management of administrative and routine information. This would involve direct liaison with other staff members and with the teams of highยญ ranking officials, both within and outside UNHCR.
Subject to the nature of the task/assignment, the incumbent will work independently on routine tasks, while will follow instructions of the supervisor for more complex issues.
Living and Working Conditions:
Ankara is Category A Duty Station. UNHCR in Tรผrkiye operates through a country office with a sub-office in Gaziantep and a field office in Istanbul, as well as field units in Ankara, Izmir, Edirne, Sanliurfa, Hatay, and Van. The total number of staff in the operation is 376, around 80-20% local-international staff ratio respectively, as well as around 7% of affiliated staff.
Ankara has a continental climate with cold, snowy winters due to its elevation and inland location, and hot, dry summers. Particularly the central areas of the big cities in Tรผrkiye are not very different from any other Western city. Ankara has several hospitals where well-trained specialists and surgeons in all branches of medicine can easily be found. The general security situation in Ankara remains calm and stable, with the security level assessed as 1 (Minimal) in line with the general threat assessment.
Additional Qualifications
SkillsCO-Drafting and Documentation, 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
CompetenciesAccountability, 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 clearanceThis position doesn't require a functional clearance