Executive Support Associate

Grade

GS6

General Service

Reason

Temporary > Temporary Assignment/ Appointment

H (no hardship)

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2024-08-01

2025-08-31

July 11, 2024

Standard Job Description

Executive Support Associate

Organizational Setting and Work Relationships
The position of Executive Support Associate is located within a Division/Bureau/Entity or Office of the Representation/Head of Office. The role of this position is to provide administrative and secretarial support services to the Head of 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. The incumbent prioritizes tasks and organises work independently based on direction from the Supervisor and has access to highly sensitive and confidential information.

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
– Arrange appointments and maintain Supervisor’s calendar, ensure attendance and well set up of meeting rooms, and screen telephone calls.
– Arrange meetings with high-ranking officials and official receptions given by the Supervisor.
– Ensure that high-level visitors are appropriately informed, that they receive background information as necessary, and that the necessary protocols are respected.
– Manage the flow of information to/from the Supervisor and other senior staff; identify priority matters that need to be urgently addressed or signed by the Supervisor. Follow up to ensure that appropriate administrative action is being taken by senior managers on tasks determined by the Supervisor.
– Prepare briefing materials for Supervisor for official trips or special meetings including agenda, travel details and background documents prepared by the Executive Assistant.
– Prepare informal translations if required.
– Receive screen, log and route correspondence, attach necessary background information and maintain follow-up system.
– Draft non-substantive correspondence and ensure follow-up.
– Type correspondence, documents and reports, etc., some of which are highly confidential.
– Select and make pertinent abstracts and undertake searches for information.
– Maintain a file management system according to UNHCR policies, including general and confidential files.
– Keep lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps.
– Ensure administrative procedures (travel, hospitality expenses, etc.) will be timely concluded.

– 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 G6 – 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
n/a;

Certificates and/or Licenses
Secretarial;
Business Administration;
Human Resources;
Office Management or a related field;
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Not specified

Desirable
Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Functional Skills
*CO-Drafting and Documentation
*IT-Computer Literacy
CO-Editing
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
(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.

ESSENTIAL

– Candidates must be an Australian citizen or permanent resident with an existing full-time work permit in Australia on the closing date of the vacancy. UNHCR is not able to sponsor applications for work visas.
– Strong and proactive organizational and work planning skills, as well as the ability to work in a high-volume and fast-paced work environment.
– Demonstrated ability to communicate effectively at all levels, orally and in writing, including strong drafting skills in the English language.
– Demonstrated ability to coordinate briefs and advice, and to manage the advisory and briefing workflow for the Supervisor, while ensuring quality, timeliness, accuracy and consistency.
– Flexibility, adaptability and ability to collaborate well with other team members, especially under pressure.
– Proficiency in a range of online platforms, video conferencing software, and general technological awareness.
– Sound understanding of UNHCR’s mandate and its role as a United Nations agency and humanitarian protection organization.

DESIRABLE

– Knowledge of and experience with diplomatic protocol and governance frameworks.
– Previous experience working in an international capacity.
– Knowledge of additional language/s, other than English.

This position doesn’t require a functional clearance

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Skills

CO-Drafting and Documentation, CO-Editing, IT-Computer Literacy, UN-UN/UNHCR Administrative Rules, Regulations and Procedures

Education

Certifications

Business Administration – Other, Human Resources – Other, Office Management – Other, Secretarial – Other

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