Executive Assistant at United Nations High Commissioner for Refugees (UNHCR)

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.
• 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 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.

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.