Deadline for ApplicationsJanuary 19, 2026
Hardship Level (not applicable for home-based)B
Family Type (not applicable for home-based)
Family
Staff Member / Affiliate TypeUNOPS LICA5
Target Start Date2026-01-01
Terms of ReferenceOperational Context
India currently hosts more than 261,000 refugees and asylum seekers. These include some 91,000 Sri Lankan refugees and 73,400 Tibetans directly assisted by the Government of India. There are also around 48,000 individuals registered under UNHCRโs mandate primarily from Afghanistan, Myanmar, and other countries. In addition, around 50,000 Myanmar nationals have sought refuge in the Northeast of India and live in a refugee-like situation. UNHCR works with the Government of India on protection and solutions for refugees and asylum seekers in India.
In 2025, severe funding cuts have resulted in the scaling back of critical services for refugees in India. UNHCRโs priorities currently include:
- strengthening registration, documentation, and legal aid to prevent or respond to arrest, detention, and risk of forced returnโprioritizing high risk cases for refugee status determination, with positive decisions opening pathways to resettlement and other solutions.
- addressing the urgent needs of the most vulnerable individuals including with emergency, life-saving assistance.
- deepening collaboration with local actors and investing in refugee- and community-led initiatives and livelihood programs that foster resilience, inclusion and self-reliance;
- advancing durable solutions by expanding complementary pathwaysโsuch as labor mobility and education opportunities to third countriesโ advocating for increased resettlement, and facilitating safe, voluntary repatriation
UNHCR works through local partners in areas with the largest refugee populations and the highest operational needs providing essential protection services across India. The Office undertakes advocacy on the development of a national policy framework to respond to refugees including through the inclusion of refugees and asylum seekers in public services and programs in line with the commitment of โleaving no one behindโ under the UN- Government of India Sustainable Development Cooperation Framework. UNHCRโs office is in New Delhi and has a field presence in Chennai, Tamil Nadu State.
Desired Candidate Profile
The Senior Executive Support Assistant reports to the Chief of Mission. The incumbent receives guidance from the Chief of Mission and as relevant the Deputy Chief of Mission and liaises with internal and external counterparts on routine and other matters for the purpose of drafting official correspondence, preparing background documents, meetings and missions, managing the flow of information and following up on actions, deadlines and commitments. S/he ensures the smooth running of the Executive Office, identifies priority matters that need to be urgently actioned and follows up to ensure that timely action is being taken as determined by the Chief of Mission.
The Senior Executive Support Assistant serves as the primary contact point liaising with key government, UNCT, UNHCR and other counterparts at working level and supporting with official communication as well as meeting/mission logistics. S/he maintains regular contacts with external interlocutors drafting routine and confidential correspondence including official memos or briefs on behalf of the Chief of Mission at his/her discretion.
The Senior Executive Support Assistant works closely with the senior management team and has a coordination role within the structure. S/he is responsible for efficiently managing information flows including filing systems for both paper and digital formats.
The incumbent is required to have proven experience in multi-tasking, time management and prioritization abilities as well as a proactive approach to problem solving through anticipating issues and acting independently. S/he will have excellent written and verbal communication skills and be capable of effectively liaising with senior officials, stakeholders and partners while handling multiple demands. Knowledge of protocol procedures would be a plus.
The incumbent is expected to be proficient in MS Office Suite (Word, Excel, Power Point, Outlook) and be familiar with Share point. Proven drafting skills are an essential prerequisite including in minute taking, note verbales and briefing notes.
This position is open only to Indian nationals. Only short-listed candidates will be contacted, and they will be required to undergo a written test and an interview. The selected candidate will work either from the UNHCR Office or other UNHCR partner locations in New Delhi, India.
Standard Job Description
Senior 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.
- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- 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
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.
Required Languages
,
,
Desired Languages
,
,
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
Other informationThis position doesn't require a functional clearance
RemoteNo