Executive Assistant
Job Details
Full Job Description
Hardship Level
Family Type
Family Type
Residential location (if applicable)
Grade
Staff Member / Affiliate Type
Reason
Regular > Regular Assignment
Target Start Date
Job Posting End Date
Standard Job Description
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.
- 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.
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
,
,
Desired languages
,
,
Operational context
Occupational Safety and Health Considerations Nature of PositionThe Incumbent of the Executive Assistant - NOB position plays a crucial role in supporting the Representative. S/he provides direct support to the Representative through, among others, management of information and preparation and documentation of meetings; follow-up on actions, deadlines, commitments, maintenance of protocol procedures, and through supporting communications in the Kenya Operation with various stakeholders. The Executive Assistant helps the Representative to identify priority matters that needs to be urgently addressed. S/he ensures full confidentiality in all aspects of assignment. The incumbent receives guidance from the Representative. 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 analysis 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 Representative’s contacts with background information on relevant topics prior to meetings, to respond to queries on behalf of the Representative, and to obtain 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. S/he also assumes a coordination role within the structure.
Living and Working Conditions
Nairobi is a good duty station for families.
It has good medical facilities, and it is the regional medical
evacuation centre for countries in the East and Horn of Africa and the
Great Lakes sub-regions. Recreational facilities, schools and hotels
are of international standards. High standard
accommodation is
available, as well as good banking facilities, unlimited access to
communication means, such as internet, telephone SIM cards etc. In
addition, Nairobi is a malaria free environment. but cholera, malaria
and yellow fever occur in other parts of Kenya. When entering the
country, yellow fever card/vaccine is required. Nairobi is in UN
security Level One, but politically instigated demonstrations and
riots may occur from time to time. General crime in Nairobi is
relatively high, especially in some low-income areas, however a high
sense of vigilance and alertness is required practically everywhere.
Security Considerations
Politically instigated
demonstrations and riots may occur at any time. Hazards such as road
traffic accidents, fire, diseases outbreak and flooding are frequent.
The crime threat level in Nairobi like in many other large cities is
high and physical violence is a common feature of burglaries in
residences, carjacking and robberies. The terrorism threat level in
Nairobi is moderate but is high in North Eastern. A high sense of
vigilance and alertness is required at all times.
Additional Qualifications
Skills
CO-Drafting and Documentation
Education
Certifications
Work Experience
Competencies
Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Organizational awareness, Planning & organizing, Political awareness, Teamwork & collaborationUNHCR Salary Calculator
Additional Information
Functional clearance
Executive Assistant
United Nations High Commissioner for Refugees
All Direct Job Ads are subject to WhatJobs Terms of Service. We allow users to flag postings that may be in violation of those terms. Job Ads may also be flagged by WhatJobs. However, no moderation system is perfect, and flagging a posting does not ensure that it will be removed.