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

UNHCR was created in 1950, during the aftermath of the Second World War, to help millions of Europeans who had fled or lost their homes. We had three years to complete our work and then disband. Today, over 65 years later, our organization is still hard at work, protecting and assisting refugees around the world.

Summary 

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.

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.
• Perform other related duties as required.

Minimum Qualifications

Education & Professional Work Experience

Years of Experience / Degree Level

• For G52 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

Certificates and/or Licenses 

• Business Administration
• Secretarial,
• Office Management,
• Human Resources or other related field