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Executive Assistant P2

Kinshasa

  • Organization: UNHCR - United Nations High Commissioner for Refugees
  • Location: Kinshasa
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Administrative support
  • Closing Date:

Hardship Level

C

Family Type

Family

Family Type

Family

Residential location (if applicable)

Grade

PR2

Staff Member / Affiliate Type

Professional

Reason

Regular > Regular Assignment

Remote work accepted

No

Target Start Date

2022-11-21-08:00

Job Posting End Date

December 15, 2022

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. - 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. (Certificates and Licenses marked with an asterisk* are essential) 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

Required languages (expected Overall ability is at least B2 level):

English

,

French

Desired languages

,

Operational context

Occupational Safety and Health Considerations:

Kinshasa is currently a security level 2 duty station. The security situation in Kinshasa is relatively calm. The security related threats staff may face in Kinshasa are mainly from crime and civil unrest. Criminality is prevalent in Kinshasa, including Gombe commune in the city centre. Criminality activities include street and house robbery, vehicle-related crimes such as break-ins. UN personnel are not specifically targeted, but criminals focus attacks on those perceived to have money and valuables. Identified crime actors are street children locally called Shegués, organized gangs and unemployed youth called Kulunas, and sometimes uncontrolled elements of the national security forces. Of special concern are armed robberies committed by criminals posing as policemen who target foreigners walking alone. These criminals present what looks like a legitimate ID card of the security forces, get the victim inside a vehicle and rob them of valuables before letting them go. UN personnel must also be aware of the danger from driving in Kinshasa. Road traffic accidents are the most common security incident for the UN in Kinshasa.

The presidential election scheduled for 2023 may generate significantly more tensions and protests in the country overall and not only in the East. This in a context of a rise in the anti-UN sentiment, a difficult socio-economic situation and a number of inter-community tensions, compounded with a rise in violence due to armed or terrorists’ groups in the East.

Nature of Position:

As of 30 September 2022, DRC hosts 522,803 refugees in the country and more than 5.5 million IDPs located mainly in the provinces of Ituri, Kasai, Kivu (north and south) and Tanganyika. As Protection Cluster lead, UNHCR plays a key role in supporting the DRC Government in implementing a durable solutions strategy to help end the protracted displacement in the country.  There are 5 sub-offices, all of which cover several field offices, employing more than 450 personnel, with a presence in the provinces of Kasai, Ubangi, Kivu (north and south), Tanganyika and Haut Uele/Bunia.

The Executive Assistant provides support to the Representative through, among others, management of information and preparation and documentation of meetings; follow-up on actions, deadlines, and commitments, maintenance of protocol procedures, and through supporting communications with
Country Operations, Bureaux, Divisions, and other stakeholders. The Executive Assistant helps the supervisor prioritize matters that need to be urgently addressed. S/he ensures full confidentiality in all aspects of the assignment.

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.

Living and Working Conditions:

DRC is the third largest country in Africa, and as a result is quite diverse.  Living conditions therefore vary between UNHCR duty stations, with some amenities present in the capital Kinshasa, but only very basic conditions in remote duty stations in the provinces, where for instance, there may be no guarantee of public power supply nor running water.  Accommodation is very expensive in Kinshasa. There are several Supermarkets in town, but consumer items are generally very expensive. Local markets offer a much cheaper alternative for food items but sanitary conditions are questionable.  Kinshasa is considered family duty station effective 1 January 2015, despite the fact that most facilities and amenities remain very basic in particular in terms of medical services. UN international personnel are only allowed to reside within an established Residential Security Perimeter in the capital.

The unit of currency is the Congolese Franc. The US dollar is the other preferred currency. It may be impossible to exchange travellers checks away from the capital city. Credit cards are usually accepted in major hotels only in Kinshasa. In larger towns and cities (e.g. Kinshasa, Goma, Bukavu, Kisangani), it is recommended to open US Dollar bank accounts, while in other places, banks may be absent (including ATMs) and payments will be processed in cash.

In addition to French, there are four major spoken languages in DRC, namely Lingala, Kikongo, Tshiluba and Swahili.

Additional Qualifications

Skills

CO-Drafting and Documentation

Education

BA: International Relations (Required), BA: Law (Required), BA: Political Science (Required)

Certifications

Work Experience

Number of Persons of Concern Served, Workforce to Supervise, Working with Persons of Concern: Asylum Seekers, Working with Persons of Concern: Internally Displaced Persons, Working with Persons of Concern: Others of Concern, Working with Persons of Concern: Refugees, Working with Persons of Concern: Returned IDPs, Working with Persons of Concern: Returned Refugees, Working with Persons of Concern: Stateless

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Organizational awareness, Planning & organizing, Political awareness, Teamwork & collaboration

UNHCR Salary Calculator

https://icsc.un.org/Home/SalaryScales

Compendium

Bi-annual Compendium 2022 Part B – November 2022

Functional clearance

This position doesn't require a functional clearance
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