Executive Assistant

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.

Executive Assistant

ORGANIZATIONAL CONTEXT:

Guidance will be given by the direct supervisor who could be the Director, Representative, IGO, as applicable. 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 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.

FUNCTIONAL STATEMENT:

Accountability

- The Supervisor is provided support by managing the flow of information and communications, prioritizing and highlighting issues that need addressing.
-       Background documents for meetings are prepared in time.

Responsibility

- Manage the flow of information to the Supervisor, identify priority matters that need to be urgently 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 Section Heads on matters brought to the attention of the Supervisor.
- Follow-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/ Directors 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. This includes ensuring that UNHCR is on the agenda of important meetings and events, and assisting the External Relations Officer with input from the Supervisor policies and activities.
- May assist the Supervisor in drafting regular information notes to the High Commissioner, that provide briefings on areas of concern to UNHCR and that propose areas where action by the Executive Office would further the objectives of the Office.
- Work with the Supervisor in developing, reviewing and proposing new policies and practices, or adaptations to existing ones.  Monitor development of this policies and practices.
- Coordinate 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.
-        Perform other tasks as required.  

Authority

- Prioritise tasks and organize work independently.
- Select and make pertinent abstracts and search for information.
- Have access to sensitive and confidential information.

MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE:

- Undergraduate degree (equivalent of a BA/BS) in Political Science, International Relations or other related fields.
- Minimum 6 years of professional job experience relevant to the functions.
- A proven ability to act with discretion and diplomacy is essential for this function.
- Excellent communication, drafting and editorial skills.
- Excellent written and spoken English, including proven drafting and editing skills.
- Proficiency in French or another relevant UN language.

DESIRABLE QUALIFICATIONS & COMPETENCIES:

- Proficiency in a third UN language.
- Good knowledge of the UNHCR operations in general. C001L3 - Accountability Level 3
C002L3 - Teamwork & Collaboration Level 3
C003L3 - Communication Level 3
C004L3 - Commitment to Continuous Learning Level 3
C005L3 - Client & Result Orientation Level 3
C006L3 - Organizational Awareness Level 3
M003L3 - Judgement and Decision Making Level 3
X001L3 - Analytical Thinking Level 3
X005L3 - Planning and Organizing Level 3
X006L3 - Policy Development & Research Level 3

Before applying to this position, we strongly encourage colleagues to read the country specific FAQs information leaflets which can be found  on the Intranet under Staff Resources > Duty of Care. The information leaflets are specifically designed to answer some of the key questions potential applicants might have before deciding to apply. 

Please note that the closing date for all vacancies in the September 2017 Compendium is Monday 6 November 2017 (midnight Geneva time).