Hardship LevelE (most hardship)
Family TypeNon Family with Residential Location
Family TypeNon Family with Residential LocationDanger Pay
Residential location (if applicable)
Nairobi (CO), Kenya
GradeGS6
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Target Start Date2024-06-01
Job Posting End DateApril 26, 2024
Standard Job Description
Executive 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 UNHCR's core values of professionalism, integrity and respect for diversity.
Duties
- Arrange appointments and maintain Supervisor's 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.
- 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 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 The Executive Support Associate position will be based at the Representation in Port Sudan and will report to the Executive Assistant. The incumbent, in close consultation with the Executive Assistant, will be responsible for arranging meetings with high-ranking officials, ensuring visitors are informed and protocols are respected, managing the flow of information to/from the Executive Office, preparing briefing materials for official missions, handling correspondence, drafting non-substantive correspondence, maintaining a digital file management system for the Executive Office, maintaining an updated list of names, addresses and telephone numbers of ministers, government officials, partners, donors, and members of the diplomatic corps and ensuring administrative procedures are timely concluded, among other related duties.
The Executive Support Associate will supervise the driver for the Representative who is attached to the Executive Office but supporting the Administration Unit, their exigencies allowing.
This position plays a key role in ensuring the smooth and efficient functioning of the Executive Office and contributes to the overall success of UNHCR's operations in Sudan.
Desired Candidate Profile:
• The ideal candidate for the Executive Support position with UNHCR in Sudan should have a strong background in administration and office management. They should possess excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced and demanding environment. Strong communication and interpersonal skills are essential, as the incumbent will be required to interact with a wide range of stakeholders, both internally and externally. The candidate should also possess strong drafting and digital skills to enable them to effectively carry out their role.
• The candidate should have a high level of proficiency in Microsoft Office applications. Experience with digital database management/filing systems will be an added advantage. The ability to work effectively as part of a team, while also being able to work autonomously and take initiative, when appropriate and in consultation with the supervisor, is crucial for success in this role. A commitment to confidentiality is essential, as the incumbent may interact with sensitive and confidential information while carrying out their role.
• Fluency in English is required. Knowledge of Arabic and the ability to translate between English and Arabic to support unofficial and official translation of correspondence for the Executive Office will be considered an asset.
Required languages (expected Overall ability is at least B2 level):
,
,
Desired languages
,
,
Operational context
Additional Qualifications
SkillsCO-Drafting and Documentation, CO-Editing, 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
Additional Information
Functional clearanceThis position doesn't require a functional clearance