Executive Assistant at UNHCR

UNHCR

Position: Executive Assistant

Job Time: Full-Time

Job Type: Contract

Place of Work: Addis Ababa, Addis Abeba - Ethiopia

Posted date: 8 months ago

Deadline: Submition date is over

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, and commitments, maintenance of protocol procedures, and supporting communications with Country Operations, Bureaux, Divisions, and other stakeholders.

The Executive Assistant helps the supervisor to identify priority matters that need to be urgently addressed. S/he ensures full confidentiality in all aspects of an 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 analyzes 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 discretion, and to obtain the 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; analyze 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 the 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, and coordinate with other services, units, etc. 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 the 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.
• 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 a relevant functional colleague(s).
• Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level

• For P3/NOC - 6 years relevant experience with an Undergraduate degree; or 5 years relevant experience with a Graduate degree; or 4 years relevant experience with a Doctorate degree

Field(s) of Education

• Social Sciences, Political Science, Business Administration, International Relations or other relevant field.

Certificates and/or Licenses

• Not specified

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.