Before submitting an application, UNHCR staff members intending to apply to this Job Opening are requested to consult the Recruitment and Assignments Policy (RAP, UNHCR/HCP/2017/2 and the Recruitment and Assignments Administrative Instruction (RAAI), UNHCR/AI/2017/7 OF 15 August 2017.

Duties and Qualifications

Executive Assistant

Organizational Setting and Work Relationships

Guidance will be given by the supervisor (often Regional Representative, Director of Bureau/Division). The Executive Assistant liaises with colleagues within the same office, at HQ, and in the field, on matters of non-routine significance in order to prepare documents for the supervisor and manage the flow of information.

Regular contacts with external parties, including UN office, donors and International organizations, are made to provide the supervisor¿s contacts with background information on relevant topics prior to meetings, to respond queries on behalf of the supervisor at his/her  discretions and to obtain assistance of others on matters of relevant to the office.

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

- Assist in managing the flow of information to the supervisor, in identifying priority matters that need to be urgently addressed by the supervisor and in proposing actions; analyse supporting documentation and summarize most relevant points for the supervisor; contribute to ensuring that appropriate action is taken by responsible Section Heads on matters brought to the attention of the supervisor.

- Assist in following-up on policies and instructions presented by the supervisor. Keep the supervisor aware of developments in UNHCR¿s major world-wide operations and of policy issues related directly to UNHCR or to humanitarian issues under the broader UN system.

- Assist the supervisor in the preparation of statements that represent UNHCR¿s overall policies and which highlight specific areas of concern. Propose and draft substantive correspondence for the supervisor.

- Confer with Section Heads to secure timely and authoritative information relevant to matters requiring action, decisions or the signature of the supervisor.

- Ensure that the supervisor is prepared for meetings and missions by drafting talking points, by researching relevant information; and by establishing contacts (within and outside UNHCR) on the subject matters to be discussed.

- Accompany the supervisor to meetings and on missions in order to prepare notes on the discussions, ensure follow-up in matters raised, and support the supervisor with any relevant input.

- Support the supervisor in efforts to raise the profile of UNHCR and the agency¿s concerns within the context of the broader United Nations system.

- Contribute to coordinating drafts of position papers and other documents relevant to the activities of the Office.

- Ensure that high-level visitors are appropriately addressed, that they receive background information as necessary, and that protocol is respected.

- Prioritise tasks and organize work independently.

- Select and make pertinent abstracts and search for information.

- Have access to sensitive and confidential information.

- Perform other related duties as required.

Minimum Qualifications

Education & Professional Work Experience

Years of Experience / Degree Level

For P2/NOB - 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree

Field(s) of Education

International Relations; Law; Political Science;

or other relevant field.

(Field(s) of Education marked with an asterisk* are essential)

Certificates and/or Licenses

Not specified.

(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience

Essential

3 years of previous work experience relevant to the function. A proven ability to act with discretion and diplomacy is essential for this function.

Desirable

Good knowledge and experience of UNHCR operations.

Functional Skills

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.

Position Competencies

C001L2 - Accountability Level 2

C002L2 - Teamwork & Collaboration Level 2

C003L2 - Communication Level 2

C004L2 - Commitment to Continuous Learning Level 2

C005L2 - Client & Result Orientation Level 2

C006L2 - Organizational Awareness Level 2

M001L2 - Empowering and Building Trust Level 2

X001L2 - Analytical Thinking Level 2

X005L2 - Planning and Organizing Level 2

X007L2 - Political Awareness Level 2

Additional  Information

Please note that UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing, training or any other fees).

Additional  Information

The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.

Closing Date

Please note that the closing date for positions advertised in the Addendum 2 to  September 2021 Compendium is Wednesday 12 January 2022  (midnight Geneva time).