Senior Executive Support Assistant

Hardship Level (not applicable for home-based)A (least hardship)

Family Type (not applicable for home-based)

Family

Staff Member / Affiliate TypeUNOPS LICA5

Target Start Date2024-06-15

Job Posting End DateMay 30, 2024

Terms of Reference1. General Background
The Private Sector Partnerships Service (PSP) sits within UNHCR's Division of External Relations (DER) and is responsible for mobilizing resources for refugees from the private sector. UNHCR has developed a Private Sector Fundraising Strategy 2018-2025 which has the ambition of growing PSP into a service capable of generating $1 Billion annually and identifies priority fundraising markets and regions.

PSP MENA is headquartered in Dubai UAE and as such is the largest office representing the entirety of support function for this unit, housing regional functions such as Communications & Engagement, Islamic Philanthropy and Operations.

Reporting to the Chief of Section, the role of this position is to provide administrative and support services to the Supervisor to ensure coordination of tasks and the flow and management of information. The incumbent will be responsible for managing all matters related to the Chief of Section’s internal/external engagement and day-to-day activities and will support the Supervisor in responding to queries, coordination, calendar and information management.

2. Purpose and Scope of Assignment
Under the overall supervision of Chief of Section, the main tasks of the Senior Executive Support Assistant will be the following:

• Provide secretarial and administrative support to the PSP Office, that it’s better able to meet its objectives.
• Arrange appointments and maintain the supervisor’s calendar. Receive visitors, places and screen telephone calls and answer 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.
• 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.
• Assist in Human Resources tasks (attendance record, travel arrangements, preparation of travel authorization, /claims, etc.) for staff within the unit.
• Assist in the preparation of visit programs, briefings on issues covered by the Unit, and collection of documentation for briefing kits, talking points, and other material for missions, meetings and visits.
• Perform other related duties as required.

3. Qualifications and Experience

a. Education
• Secondary education with preferably a degree in Business Administration, finance, Office Management or Human Resources and/or other related fields.

b. Work Experience
• Minimum 2 years relevant experience with a High School Diploma; or 1-year relevant work experience with Bachelor's or equivalent or higher.
• Experience in office management.
• Knowledge of the UN system preferably with UNHCR or another UN Agency is a plus.

c. Key Competencies
• Excellent written, interpersonal, and oral communication skills.
• Excellent organizational skills.
• Excellent Communication and interpersonal skills.
• Awareness of humanitarian affairs, and good writing skills.
• Attention to detail and result-oriented.
• Ability to manage multiple initiatives and priorities within specified timeframes.

d. Language
• Fluency in written and spoken Arabic language is Essential and candidate should have excellent command of the English language.

Standard Job Description

Required Languages

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Desired Languages

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Additional Qualifications

Skills

Education

Certifications

Work Experience

Other information- The position is opened for Emirati Nationals and candidates holding valid residency upon submitting their application.
- Fluency in Arabic and English language is required.This position doesn't require a functional clearance

Home-BasedNo