By continuing to browse this site, you agree to our use of cookies. Read our privacy policy

Executive Assistant

Brussels

  • Organization: UNHCR - United Nations High Commissioner for Refugees
  • Location: Brussels
  • Grade: Junior level - P-2, International Professional - Internationally recruited position
  • Occupational Groups:
    • Administrative support
  • Closing Date: Closed

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 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.

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

- 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; analyze 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 Regional Representative.
- 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.
- Perform other related duties 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.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED
- Undergraduate degree (equivalent of a BA/BS) in Political Science, International Relations, Law or other related fields plus minimum 3 years of previous work experience relevant to the function. Graduate degree (equivalent of a Master's) plus 2 years or Doctorate degree (equivalent of a PhD) plus 1 year of previous relevant work experience may also be accepted.
- Proven drafting and editing skills.
- Excellent communication skills.
- A proven ability to act with discretion and diplomacy is essential for this function.
- Knowledge of English and UN working language of the duty station if not English.

DESIRABLE QUALIFICATIONS & COMPETENCIES

- Good knowledge and experience of  large scale UNHCR operations.
- Knowledge of additional UN languages.

This is a Standard Job Description for all UNHCR Executive Assistant positions. 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.¿ C001L2 - Accountability Level 2
C002L2 - Teamwork & Collaboration Level 2
C003L2 - Communication Level 2
C004L2 - Commitment to Continuous Learning Level 2
C005L2 - Client & Result Orientation Level 2
C006L2 - Organizational Awareness Level 2
M001L2 - Empowering and Building Trust Level 2
X001L2 - Analytical Thinking Level 2
X005L2 - Planning and Organizing Level 2
X007L2 - Political Awareness Level 2 <p>The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.</p>
========================================================================================================
See below for this postion's Operational Context
========================================================================================================

For those people applying for High Risk Duty Stations, we strongly encourage colleagues to read the country specific security and welfare profiles which can be found on the Intranet under Support Services - Duty of Care (https://intranet.unhcr.org/en/support-services/duty-of-care.html). These profiles have been specifically designed to answer some of the key questions (on security conditions, medical provisions, staff welfare, living and working conditions) potential applicants might have before deciding to apply. Ensuring staff are better informed is part of the increased attention UNHCR is paying to Duty of Care. This project is still in the pilot phase, and as such some of the information leaflets are being produced as we speak and might not be available yet. They will be soon, so keep checking. 

Ideally the candidate should have:
- Excellent drafting, editing, coordination and communication skills (in English)
- Advanced understanding of EU political and legislative institutions and framework as well as previous work experience in the EU context
- Sense of diplomacy and protocol as well as analytical ability Following a restructuring, UNHCR has a Regional Representation for EU Affairs based in Brussels. The Regional Representation manages UNHCR¿s relations with the EU institutions and engages on policy and action relevant to UNHCR¿s Mandate. This ranges from engagement with the reform of the EU¿s internal Common European Asylum System (CEAS) to the EU¿s external affairs. UNHCR has Liaison Offices in Malta and Warsaw to facilitate relations with the EU's two key agencies in the field of asylum and migration; EASO and FRONTEX. UNHCR actively engages in the work of the EU institutions, principally the Council, the Commission and the Parliament, including at the highest level through missions of the High Commissioner to Brussels.  UNHCR participates in the work of the UN Brussels team, coordinating work with other UN agencies based in Brussels.

The Executive Assistant will notably: assist the Regional Representative in managing the flow of information; identifying priority matters; assist in the preparation of substantive correspondence, briefing notes, talking points, inputs, speeches, taking minutes etc.; coordinate with Heads of Units; ensure that the Regional Representative is prepared for meetings and mis Some important aspects of working & living conditions are:
Brussels (Belgium) is a European capital and a H family duty station.
For more details on working & Living Conditions in Belgium, see on intranet at:
https://intranet.unhcr.org/content/intranet/unhcr/en/home/staff_resources/administrative_forms/living-conditions-in-the-field---publications/_jcr_content/mainpar/multidownload/multidownloadItems/multidownloadfile_18/file/file.res/Living%20Conditions%20Brussels%202013-08-26%20x.pdf Offices in the Western European region invest in security upgrades as needed and all are MOSS compliant. Brussels does not face any particular security concerns, but like all major cities may be subject to indiscriminate terrorist acts.

Please note that the closing date for all vacancies in the Add.4 to March 2018 Compendium is Wednesday 5 Septembe 2018 (midnight Geneva time).

This vacancy is now closed.
However, we have found similar vacancies for you: