Senior Executive Support Assistant
Kenya
- Organization: UNHCR - United Nations High Commissioner for Refugees
- Location: Kenya
- Grade: Administrative support - GS-5/GS-6, General Service - No need for Higher Education - Locally recruited position
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Occupational Groups:
- Administrative support
- Closing Date: Closed
Hardship Level
Family Type
Family Type
Residential location (if applicable)
Grade
Staff Member / Affiliate Type
Reason
Regular > Regular AssignmentRemote work accepted
Target Start Date
Job Posting End Date
Standard Job Description
Desired Candidate Profile
Required languages (expected Overall ability is at least B2 level):
,
Desired languages
,
Operational context
Occupational Safety and Health Considerations:
Nature of Position:
The position of Senior Executive Support Assistant is located within the Head of Office. The role of this position is to provide administrative and secretarial support services to the Head of Sub Office or immediate Supervisor, in order to ensure the smooth running of the Office and its flow and management of administrative and routinely information. This would involve direct contact with other staff members and contacts with the teams of high ranking officials, both within and outside UNHCR.
Subject to the nature of the task/assignment, the incumbent will work independently on routine tasks, while will follow instructions of the supervisor for more complex issues.
The incumbent of the position will be able to perform the following duties and responsibilities:
Provide secretarial and administrative support to the UNHCR Office thus it’s better able to meet its objectives.
Arrange appointments and maintains supervisor’s calendar. Receive visitors; places and screens telephone calls and answers queries with discretion, arrange meetings, both internal and external, some involving high-ranking officials, and take minutes and/or notes at meetings, Prepare informal translations and may act as interpreter, Draft correspondence, documents and reports, some of which are highly confidential.
Receive, screen, log and route correspondence, attach necessary background information and maintain follow-up system.
Draft official correspondence, documents and reports on routine matters and/or for clearance by the supervisor and ensure follow-up. Maintain filing system for electronic and hard copy documents, Maybe required to assist in Human Resources tasks (attendance record, travel arrangements, preparation of travel authorisation, /claims, etc.) for staff within the unit, Assist in the preparation of visit programmes, briefings on issues covered by the Unit, collection of documentation for briefing kits; talking points and other material for missions, meetings and visits
Living and Working Conditions:
Kenya is an open country that enjoys social stability resulting from the smooth functioning of state institutions. Kenya is also provided with a good level of infrastructure (e.g. roads, distribution of water, electricity, etc.) and a popular tourist destination. The current Security Level in the capital and in SRM Area 1A: Northern Rift Valley (Kakuma, Lodwar ) is Moderate -3. All UN personnel must scrupulously comply with UNDSS procedures and recommendations during their assignment to Kakuma, Kenya. Thefts and burglary are the main incidents against UN personnel.
Kakuma town is a non-family duty station with a hardship classified D, its living conditions are difficult, but the social climate is calm. The weather is hot, dry and sunny hence no heavy clothes would be recommended. Windy storms are common during the months of December and more pronounced in January till March.
Most of the Staff live UNHCR-provided accommodation, the accommodation facilities are generally acceptable condition which meets the minimal standard. The incumbent will be briefed deeply on conditions of accommodations, laundry, meals, communications, air and road transports, recreations and others relevant information. However, staff members are charged rental fee on predetermined rate by the organisation which is paid upfront on monthly basis.
The currency used in Kenya is Kenyan Shilling (KES). It is also possible to withdraw cash from automatic telling machines found in all banks here in Kakuma. There are limited banking facilities at Kakuma with two banks (Equity & Kenya Commercial Bank having branches locally.
Internet and communications networks are available at the compound with fair speed. the mobile telephone network remains stable with 3G.
UNHCR has established satellite level 1 JMS medical clinic in the compound following COVID-19 situation readily available 24/7 hours , there is also Kakuma Mission Hospital where a doctor/Surgeon is deployed and paid for by UNHCR provide assistance to refugees but special arrangements can be made during emergencies for s/ms. There are also some pharmacies within Kakuma with basic medical facilities. Evacuation opportunities are limited. Candidates with conditions requiring regular treatment or medical supervision should be appropriately advised. The yellow fever vaccine is compulsory and vaccination cards should be updated. Vaccinations against Meningococcal Meningitis, COVID 19 and Hepatitis A and B are also recommended. The basic drugs are available in pharmacies, but it is recommended to bring specific prescription drugs.
Additional Qualifications
Skills
Education
Certifications
Business Administration - Other, Human Resources - Other, Office Management - Other, Secretarial - OtherWork Experience
Competencies
Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Political awareness, Teamwork & collaborationUNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Compendium
Additional Information
Functional clearance
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