Hardship LevelH (no hardship)
Family TypeFamily
Residential location (if applicable)
GradePR4
Staff Member / Affiliate TypeProfessional
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2024-01-01
Job Posting End DateDecember 21, 2023
Standard Job Description
Senior Executive Assistant
Organizational Setting and Work Relationships
The Senior Executive Assistant plays a pivotal role in assisting the Director, Representative, IGO etc. to develop and coordinate strategic direction matters, as they pertain to all aspects of UNHCR¿s work, including operations. The incumbent performs an essential liaison function between the Director, the Regional Bureaux, Divisions and Operations, and maintains effective linkages with other relevant functional units both in UNHCR and externally. As a core member of the Office, s/he works in full coordination with the team.
Guidance will be given by the direct supervisor who could be the Director, Representative, IGO etc. as applicable.
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
- Support the supervisor and the Office Management in setting and perusing key strategic objectives.
- Support the management in prioritizing work in line with these objectives and in communicating strategic priorities to the Office¿s internal and external counterparts at all levels.
- Analytically review information received by the supervisor and the senior management and identify priority matters that need to be urgently addressed, advising on action as appropriate.
- Manage the flow of information to the supervisor and ensure that appropriate action is taken by responsible counterparts on matters brought to the attention of the supervisor.
- Assist with the crafting of guidance documents, policy statements and speeches for delivery by the supervisor, and initiate, edit, and finalize drafts prepared by other units.
- Coordinate activities related to policy formulation, preparing background and position papers for the supervisor's consideration in cooperation with the Legal and Policy Unit of the Office and relevant Divisions.
- Assist in planning and managing the Senior Executive Team (SET) and the supervisor¿s missions, accompanying the supervisor when required, ensuring the maximum effectiveness of the mission and ensuring that all necessary follow-up action is taken.
- Follow-up on policies and instructions presented by the supervisor.
- Keep the supervisor aware of political and operational developments in the region by liaising with key and keep the Bureau Management updated on policy issues related directly to UNHCR or to humanitarian issues under the broader UN system.
- Assist the supervisor in the preparation of statements and communications to keep UNHCR Representations in the region updated on UNHCR¿s overall policies while facilitating the inclusion of the Representations' views and feedback into UNHCR policy making and executive decisions.
- Assist the supervisor and senior management in the preparation of strategic documents for high-level meetings involving the High Commissioner, Deputy High Commissioner and Assistant High Commissioners.
- Draft substantive correspondence for the supervisor's signature, and edit and clear draft correspondence prepared by other units, ensuring accuracy, coherence, and correct protocol.
- Confer with concerned parties to secure timely and authoritative information relevant to matters requiring action, decisions or the signature of the supervisor.
- Support the supervisor in efforts to raise the profile of UNHCR's operations in the region within the context of the broader corporate priorities. This includes ensuring that the region is on the agenda of important meetings and events.
- Assist the supervisor with establishing and nurturing alliances with external actors, including donors, academics, regional organizations and other UN actors to join forces in raising the profile of refugee issues in the region.
- Support the Senior External Relations Officer with all inputs and preparations needed for the supervisor's interactions with donors and external partners.
- Liaise regularly with Executive Office, Secretariat, other Bureaux and Divisions to maintain effective and conducive working relations on behalf of the office.
- Lead risk assessments and discussions with team(s) to proactively manage risks and seize opportunities impacting objectives. Ensure that risk management principles are integrated in decision-making both at strategic and operational levels. Allocate resources for planned treatments with resource requirements in Strategic Plans. Ensure that risks are managed to acceptable levels and escalate, as needed. If a Risk Owner, designate the Risk Focal Point and certify that the annual risk review is completed and ensure that the risk register is updated during the year, as needed.
- Perform other related duties as required.
Minimum Qualifications
Years of Experience / Degree Level
For P4 - 9 years relevant experience with Undergraduate degree; or 8 years relevant experience with Graduate degree; or 7 years relevant experience with Doctorate degree
Field(s) of Education
International Relations; Political Science; or other relevant field.
Certificates and/or Licenses
Not specified.
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
Minimum 7 years of previous work experience relevant to the function in an international context. Experience working in other organizations (government, UN, and NGO) in a coordination capacity. Experience in both headquarters and the field, working with multiple priorities in high-pressure environments. Experience in strategic advocacy and coordination of multiple stakeholders on high-profile refugee situations. Responsive and effective problem-solving and crisis management skills. First-class drafting skills in policy, and public communications.
Desirable
Not specified.
Functional Skills
*CO-Drafting and Documentation
*SO-Advocacy
*MG-Coordination
(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 Senior Executive Assistant should demonstrate:
- Efficiency through proven ability to work well under pressure on multiple tasks simultaneously in a fast-paced environment, prioritize and organize workloads, and carry out work independently.
- Professionalism through excellent interpersonal skills, a strong sense of diplomacy, and treating confidential matters with the utmost discretion.
- Effective communication through strong verbal and written communication skills in English and experience producing written documents for both internal and external use by UNHCR.
- Strong analytical abilities based on in-depth knowledge of refugee law and policy; skills in conducting research and developing policy and concept papers; and ability to manage large amounts of information by distilling key issues and providing analysis.
- Political awareness gained from experience working collaboratively with a wide range of government representatives and other external counterparts; and in strategic planning, coordination, and implementation on high-profile refugee situations at Headquarters and in the field.
- Organizational awareness gained from knowledge of UNHCR processes for protection management; both at Headquarters and from field experience; experience in protection policy and operational programme planning within UNHCR; knowledge of recent protection developments in UNHCR operations and refugee situations; and ability to effectively integrate field experience into Headquarters processes to streamline and better support UNHCR operations.
Required languages (expected Overall ability is at least B2 level):
,
,
Desired languagesFrench
,
,
Operational context
To view occupational safety and health considerations for this duty station, please visit this link:
https://wwwnc.cdc.gov/travel
The Assistant High Commissioner for Protection (AHC-P) assists and guides the High Commissioner in the exercise of the Office 's protection mandate. The AHC-P oversees UNHCR 's global protection activities and the development of protection policy and doctrine pertaining to all aspects of the organization 's work. In this context, the Senior Executive Assistant will work in close coordination with the AHC-P and her team to ensure effective support to the AHC-P in carrying out these responsibilities. The incumbent will be responsible for remaining up-to-date on protection issues globally and internal key strategic processes; liaising with relevant Divisions, Bureaux, and field offices to identify or follow up on priority areas for intervention; conducting research and preparing documents related to protection; tracking protection policy developments; and advising on and preparing for key events, missions, and meetings. For these reasons, the Senior Executive Assistant should also possess strong protection and legal knowledge as well as field practice and demonstrate strong analytical abilities based on in-depth knowledge of refugee law and policy; skills in conducting research and developing policy and concept papers; and ability to manage large amounts of information by distilling key issues and providing analysis
Additional Qualifications
SkillsLE-Legal advice for senior officials, PR-International protection concepts and principles, PR-Refugee Protection Principles and Framework, SO-Research
EducationBachelor of Arts (BA): International Relations, Bachelor of Arts (BA): Political Science
Certifications
Work Experience
CompetenciesAccountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Judgement & decision making, Organizational awareness, Planning & organizing, Political awareness, Strategic planning & visions, Teamwork & collaboration
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Additional Information
Functional clearanceThis position doesn't require a functional clearance