Executive Support Associate

H (no hardship)FamilyFamily GS6General Service

Reason

Regular > Regular AssignmentNo2025-02-01January 4, 2025

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.

i. Work experience in administrative and back-office support functions. Previous experience working in UN or non-profit sector is highly desirable.
ii. Highly organized, independent and detailed oriented, including the ability to work under pressure, multi-task and with sound judgement.
iii. Clear communication skills (both written and verbal) that includes strong knowledge of basic computer software skills, such as Microsoft Office.

The shortlisted candidates might be required to sit for an eliminatory written test.

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French

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Spanish

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Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit this link:

https://wwwnc.cdc.gov/travel

Nature of Position:

The incumbent reports to the Senior Executive Assistant and provides administrative and secretarial support services to the Director, immediate Supervisor, and other senior team members as needed in order to ensure the smooth running of the Office and its flow and management of administrative and routinely information. The position may also support other office managerial functions, such as HR and finance-related matters. This position involves direct contact with other staff members and contacts with the teams of high-ranking officials, both within and outside UNHCR. The incumbent will prioritize tasks and organize his/her work independently based on direction from the Supervisor. Given the many issues followed by NYO, the candidate must have keen attention to detail, the ability to work under pressure, multi-task and produce quality and timely results. The incumbent is expected to have proven work experience, displays strong maturity and ethical integrity as s/he may have access to sensitive information. Previous experience working in UN or non-profit sector is highly desirable. Clarity in communication, diplomacy, ability to work well as part of a team, and ability to organize and manage multiple tasks are essential. The candidate should also have strong knowledge of basic computer software skills, such as Microsoft Office.

Living and Working Conditions:

New York is classified as a Category H (HQ) duty station with all amenities and excellent infrastructure. Most staff live in Manhattan or across the East River in Long Island City. There are no security provisions in place, but it is important not to stay in low-income housing as the vector problem is ever-present. The operating environment in New York regarding matters of central concern to UNHCR, is rapidly changing. With the expansion of refugee crisis around the world and the greater attention these and onward movements are garnering globally, more efforts are being made by UN New York (UNNY) to respond to them in a comprehensive manner. UNHCR is therefore increasingly called upon to contribute and lead in the many new efforts that are underway. Matters of our concern are high on the agenda of UNNY and of prominent concern to other stakeholders in New York including NGOs, academia, faith-based groups, and the media. NYO is and will continue to be a central port of call for UN agencies, Member States and other stakeholders for information and guidance on matters related to forced displacement. In discharging this responsibility, NYO works closely with States and the UN (Executive Office of the Secretary General, other parts of the UN Secretariat, and agencies, funds, and programmes). UNHCR is recognized and appreciated as the agency with expertise on displacement issues, and for delivering actual protection and assistance to those on the ground. NYO is frequently called upon to brief and partner with civil society, including academic institutions, regarding refugees and stateless persons, and is increasingly the first port of call for NY-based global media on issues pertaining to UNHCR's global programmes and persons of concern.

Additional Qualifications

Skills

IT-Microsoft Excel

Certifications

Business Administration - Other, Human Resources - Other, Office Management - Other, Secretarial - OtherAnnual Budget OL in Operation/Office, Number of Workforce in Operation/Work Setting, Workforce to Supervise

Competencies

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

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

Compendium

Additional Information

This position doesn't require a functional clearance