Senior Executive Support Assistant

at  United Nations High Commissioner for Refugees UNHCR

Grade
GS5
Staff Member / Affiliate Type
General Service
Reason
Temporary > Temporary Assignment/ Appointment
Hardship Level
A (least hardship)
Family Type
Family

Residential location (if applicable)
Target Start Date
2024-11-01
Target End Date
2025-04-30
Deadline for Applications
October 10, 2024
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.
Desired Candidate Profile
The UNHCR Regional Bureau for Southern Africa (RBSA), based in Pretoria, provides strategic oversight, guidance, and support to the following countries: Angola, Botswana, Comoros, the Democratic Republic of the Congo, the Republic of the Congo, Eswatini, Lesotho, Madagascar, Malawi, Mauritius, Mayotte, Mozambique, Namibia, Seychelles, South Africa, Zambia, and Zimbabwe. These countries are managed by eight Country Operation Representatives based in the Democratic Republic of the Congo, Zambia, SAMCO, Mozambique, Malawi, Angola, Zimbabwe, and the Republic of the Congo.
The Senior Executive Assistant role is positioned within RBSA and reports directly to the Deputy Director. The primary responsibility of this role is to provide high-level administrative and secretarial support to the Deputy Director, ensuring smooth daily operations and facilitating effective communication across the Bureau.
The incumbent will collaborate closely with internal UNHCR staff and external stakeholders, including senior officials both within and outside the organization. Routine tasks will be handled independently, while more complex assignments will be completed under the Deputy Director’s guidance.
Given the sensitive nature of the role, the Senior Executive Assistant must maintain the highest levels of confidentiality, discretion, and professionalism. Integrity, respect, and a strong commitment to UNHCR’s core values are essential. Additionally, as the Deputy Director also serves as the Head of the Protection Pillar, the Senior Executive Assistant must demonstrate strong capabilities in supporting the Deputy Director’s leadership functions in this critical area.
Since RBSA oversees several French- and Portuguese-speaking countries, proficiency in French is desirable, and knowledge of Portuguese is also considered a valuable asset for this position.
Functional Clearance
This position doesn’t require a functional clearance
Required languages (expected Overall ability is at least B2 level)
,
,
Desired languages
,
,
Additional Qualifications
Skills
CO-Drafting and Documentation, IT-Computer Literacy, UN-UN/UNHCR Administrative Rules, Regulations and Procedures
Education
Certifications
Business Administration - Other, Human Resources - Other, Office Management - Other, Secretarial - Other
Work Experience
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Other information
Written test may be administered as part of the selection process

• 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