GradeGS5
Staff Member / Affiliate TypeGeneral Service
ReasonTemporary > Temporary Assignment/ Appointment
Hardship LevelB
Family TypeFamily<p></p><p></p>
Residential location (if applicable)
Remote work acceptedNo
Target Start Date2024-01-01
Target End Date2024-06-30
Job Posting End DateDecember 19, 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 ProfileThe Senior Executive Support Assistant will directly report to the Representative in the UNHCR Country Office in Luanda, Angola.
S(he) will support the Representativeโs Office with all administrative and secretarial tasks, including tracking and following up on priority issues about meetings, missions, and travels, as well as taking notes of meetings.
S(he) should have a proven ability to work well under pressure on multiple tasks simultaneously, establish priorities, and deliver quality output time-efficiently in support of the Representativeโs priorities and exigencies.
S(he) should be highly organised and detail-oriented with excellent communication skills. The candidate should be able to work independently and as part of a team and handle confidential matters with tact, diplomacy, discretion, and respect for confidentiality.
The candidate should have a strong background and experience in administrative and secretarial functions. S(he) must also have excellent drafting skills.
S(he) will additionally extend support to the Associate External Relations and Reporting Officer as required.
The candidate should think critically and analytically and have a solid ability to identify and manage risks and issues.
The Senior Executive Support Assistant must have a solid commitment to the values and mission of UNHCR and be able to work in a culturally diverse and fast-paced environment.
Prior work experience in a similar role with UNHCR/UN and other international organisations will be an asset.
Languages:
English and Portuguese languages are essential for the position, while French is desirable.
Functional ClearanceThis position doesn't require a functional clearance
Required languages (expected Overall ability is at least B2 level)Portuguese
,English
,
Desired languagesFrench
,
,
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
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