Job Posting End Date: August 9, 2023 | Snr Executive Support Asst Kenya | unhcr
Target Start Date: 2023-10-02
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Standard Job Description:
Senior Executive Support Assistant Organizational Setting and Work Relationships The position of Senior Executive Support Assistant is located within a Division/Bureau 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. 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.
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
- – 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. – Perform other related duties as required.
Minimum Qualifications
- Education & Professional Work Experience
- Years of Experience / Degree Level For G5- 2 years
- relevant experience with High School Diploma;
- or 1 year relevant work experience with Bachelor or equivalent or higher
Desired Candidate Profile
The Candidate should:
– Be excellent in note taking and be able to distill main action points and follow-up requirements and present them in a manner that allows the Strategic Pillar Management Team (SPM) to track progress.
– Be a team player, supporting not only the Pillar but the team and be capable of managing different deadlines and deliverables.
– Be an excellent drafter and be able to develop presentations and briefing notes based on inputs from team members.
– Occasionally also backstop the administrative and protocol units, experience with relevant functions is a plus.
For More Information,
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Snr Executive Support Asst Kenya | unhcr
