Executive Assistant P3

Job content

Hardship Level

H (no hardship)

Family Type

Family

Family Type

Family

Residential location (if applicable)

Grade

PR3

Staff Member / Affiliate Type

Professional

Reason

Regular > Regular Assignment

Remote work accepted

No

Target Start Date

2023-03-24

Job Posting End Date

April 20, 2023

Standard Job Description

Executive Assistant Organizational Setting and Work Relationships The Executive Assistant provides support to the supervisor through, among others, management of information and preparation and documentation of meetings; follow-up on actions, deadlines, commitments, maintenance of protocol procedures, and through supporting communications with Country Operations, Bureaux, Divisions, and other stakeholders. The Executive Assistant helps the supervisor to identify priority matters that needs to be urgently addressed. S/he ensures full confidentiality in all aspects of assignment. The incumbent receives guidance from the direct supervisor, who could be the Bureau or Division Director, Representative, or any other senior manager as applicable. The incumbent also liaises with colleagues in UNHCR on matters of non-routine significance in order to prepare documents and manage the flow of information. S/he analysis information flows and makes suggestions - and implements procedures - for efficient information management. Regular contacts with external parties, including government officials, UN agencies and other International organizations, are made to provide the supervisor’s contacts with background information on relevant topics prior to meetings, to respond to queries on behalf of the supervisor at his/her discretions, and to obtain assistance of others on matters of relevance to the office. The Executive Assistant works closely with the senior management support team, and may supervise staff in the team. He/she also assumes a coordination role within the structure. Duties - Monitor, screen, respond to and distribute incoming communications to the supervisor to identify priority matters that need to be addressed by the supervisor and propose actions; analyse supporting documentation and summarize most relevant points for the supervisor; ensure that appropriate action is taken by responsible senior managers on matters brought to the attention of the supervisor. - Contribute to the management and maintenance of the supervisor’s schedules, appointments, correspondence and missions with support of the Principal Secretary if relevant. Follow-up on policies and instructions presented by the supervisor. Keep the supervisor aware of relevant developments in UNHCR and of policy issues directly related to UNHCR or other matters of interest under the broader UN system. - Assist the supervisor in the preparation of statements, situation reports, and briefing notes that represent UNHCR’s overall policies and which highlight specific areas of concern. Propose and draft correspondence for the supervisor, also with regard to regular reporting to the High Commissioner. Ensure coordination and compilation of inputs to key reports and documents. - Confer with senior managers in the Bureau, Division, or Country Operation to secure timely and authoritative information relevant to matters requiring action, decisions, or the signature of the supervisor. - Arrange and coordinate meetings. - Ensure that the supervisor is prepared for meetings and missions by drafting talking points, researching relevant information, and establishing internal and external contacts on the subject matters to be discussed. - Accompany the supervisor to meetings and missions where relevant, in order to prepare notes on the discussions, and minutes of meetings. Track progress on agreed issues, follow-up with focal points on deadlines, commitments made, actions taken, and coordination of collection and submission of reports and requests for information. - Ensure flow of information within the office by disseminating relevant communications to senior managers and all staff in the office as required; - Support the supervisor in efforts to raise UNHCR profile and cater to its concerns within the context of the broader United Nations system. - As part of a continuous effort to improve the flow of useful information, coordinate with other services, units, etc. in UNHCR to implement systems, policies, procedures, or instruments to improve the process of executive information management. - Work with the supervisor in developing, reviewing, and proposing new policies and practices, or adaptations to existing ones. Monitor development and implementation of these policies and practices. - Ensure that high-level visitors are appropriately addressed, that they receive background information as necessary, and that protocol is respected. - Perform other related duties as required. Minimum Qualifications Years of Experience / Degree Level For P3/NOC - 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years relevant experience with Doctorate degree Field(s) of Education Social Sciences; Political Science; Business Administration; International Relations; or other relevant field. (Field(s) of Education marked with an asterisk* are essential) Certificates and/or Licenses n/a Relevant Job Experience Essential 6 years of progressively responsible, coordination, administrative or operational experience Desirable: Good knowledge of the UNHCR operations in general Functional Skills MG-Office Management SO-Research MG-Diplomacy CO-Drafting and Documentation SO-Networking ER-Inter-Agency External Relations CO-Strategic Communication CO-Editing MG-Management Planning (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 position of the Executive Assistant is in the Office of the Director of DESS. Due to the nature of the Division’s work, the candidate selected for the Executive Assistant post in DESS should have strong knowledge of field operations and at least one field assignment, preferably in an emergency context. Previous work experience with UNHCR headquarters would be an asset;
  
  

Understanding of the issues under the Division’s responsibility (emergency preparedness and response, security and supply management) will be an asset

• Excellent coordination and prioritization skills and demonstrated experience in managing voluminous flow of information and communications, and in prioritizing and highlighting issues that need to be addressed to.
• Strong interpersonal and communication skills to liaise with the three Services of DESS, other Divisions and entities at Headquarters and Regional Bureaux as well as with external counterparts (e.g. UN agencies, donors and NGOs, etc.).
• Strong organizational skills, flexibility and capacity to act with discretion and to handle sensitive issues with tact
• Strong drafting and analytical skills
  
  

Required languages (expected Overall ability is at least B2 level):

,

Desired languages

French

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Operational context

Occupational Safety and Health Considerations:

Nature of Position:

The position of the Executive Assistant is in the Office of the Director of DESS.

Living and Working Conditions:

The position is located in Geneva, Switzerland.

Skills

Additional Qualifications

Education

BA: International Relations (Required), BA: Political Science (Required)

Certifications

Programme Management (PM) 1 - UNHCR

Work Experience

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Judgement & decision making, Organizational awareness, Planning & organizing, Political awareness, Teamwork & collaboration

UNHCR Salary Calculator

https://icsc.un.org/Home/SalaryScales

Compendium

March 2023 Compendium - Part B

Additional Information

Functional clearance

This position doesn’t require a functional clearance