Apply for Executive Support Associate, New York, United States Job Vacancy | Position

Hardship Level: H (no hardship)

Family Type: Family

Family Type: Family

Residential location (if relevant): Grade: GS6

Staff Member / Affiliate Type: General Service

Reason: Regular > Regular Assignment

Remote work accepted: No

Target Start Date: 2025-02-01

Deadline for Applications: January 4, 2025

Standard Job Description: Executive Support Associate

Organizational Setting and Work Relationships

The place of Executive Support Associate is situated inside a Division/Bureau/Entity or Office of the Representation/Head of Office. The function of this place is to offer administrative and secretarial help providers to the Head of Office or instant Supervisor, with the intention to guarantee the sleek working of the Office and its move and administration of administrative and routinely info. This would contain direct contact with different workers members and contacts with the groups of excessive rating officers, each inside and outdoors UNHCR. The incumbent prioritizes duties and organises work independently primarily based on route from the Supervisor and has entry to extremely delicate and confidential info.

All UNHCR workers members are accountable to carry out their duties as mirrored of their job description. They achieve this inside their delegated authorities, according to the regulatory framework of UNHCR which incorporates the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions in addition to related accountability frameworks. In addition, workers members are required to discharge their duties in a way in step with the core, useful, cross-functional and managerial competencies and UNHCR’s core values of professionalism, integrity and respect for variety.

Duties

• Arrange appointments and keep Supervisor’s calendar, guarantee attendance and nicely arrange of assembly rooms, and display screen phone calls.
• Arrange conferences with high-ranking officers and official receptions given by the Supervisor.
• Ensure that high-level guests are appropriately knowledgeable, that they obtain background info as crucial, and that the required protocols are revered.
• Manage the move of data to/from the Supervisor and different senior workers; determine precedence issues that have to be urgently addressed or signed by the Supervisor. Follow up to make sure that acceptable administrative motion is being taken by senior managers on duties decided by the Supervisor.
• Prepare briefing supplies for Supervisor for official journeys or particular conferences together with agenda, journey particulars and background paperwork ready by the Executive Assistant.
• Prepare casual translations if required. ehgc8En BIpnb
• Receive display screen, log and route correspondence, connect crucial background info and keep follow-up system.
• Draft non-substantive correspondence and guarantee follow-up.
• Type correspondence, paperwork and stories, and so forth., a few of that are extremely confidential.
• Select and make pertinent abstracts and undertake searches for info.
• Maintain a file administration system based on UNHCR insurance policies, together with normal and confidential information.
• Keep lists of names, addresses and phone numbers of ministers, authorities officers and members of the diplomatic corps.
• Ensure administrative procedures (journey, hospitality bills, and so forth.) shall be well timed concluded.
• Support the identification and administration of dangers and search to grab alternatives impacting aims within the space of accountability. Ensure choice making in threat primarily based within the useful space of labor. Raise dangers, points and issues to a supervisor or to related useful colleague(s).
• Perform different associated duties as required.

Minimum Qualifications

Education & Professional Work Experience

Years of Experience / Degree Level

For G6 – 3 years related expertise with High School Diploma; or 2 years related work expertise with Bachelor or equal or greater

Field(s) of Education

n/a;

Certificates and/or Licenses

Secretarial;

Business Administration;

Human Resources;

Office Management or a associated subject;

(Certificates and Licenses marked with an asterisk* are important)

Relevant Job Experience

Essential

Not specified

Desirable

Completion of UNHCR studying programmes or particular coaching related to capabilities of the place.

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 important)

Language Requirements

For International Professional and Field Service jobs: Knowledge of English and UN working language of the responsibility station if not English.

For National Professional jobs: Knowledge of English and UN working language of the responsibility station if not English and native language.

For General Service jobs: Knowledge of English and/or UN working language of the responsibility station if not English.

All UNHCR workforce members should individually and collectively, contribute in the direction of a working atmosphere the place every individual feels protected, and empowered to carry out their duties. This consists of by demonstrating no tolerance for sexual exploitation and abuse, harassment together with sexual harassment, sexism, gender inequality, discrimination and abuse of energy.

As people and as managers, all should be proactive in stopping and responding to inappropriate conduct, help ongoing dialogue on these issues and talking up and in search of steering and help from related UNHCR assets when these points come up.

This is a Standard Job Description for all UNHCR jobs with this job title and grade stage. The Operational Context could comprise extra important and/or fascinating {qualifications} referring to the precise operation and/or place. Any such necessities are integrated by reference on this Job Description and shall be thought-about for the screening, shortlisting and number of candidates.

Desired Candidate Profile: i. Work expertise in administrative and back-office help capabilities. Previous expertise working in UN or non-profit sector is extremely fascinating.

ii. Highly organized, unbiased and detailed oriented, together with the power to work beneath strain, multi-task and with sound judgement.

iii. Clear communication abilities (each written and verbal) that features sturdy data of primary pc software program abilities, resembling Microsoft Office.

The shortlisted candidates may be required to sit down for an eliminatory written check.

Required languages (anticipated Overall means is a minimum of B2 stage):: ,

,

Desired languages: French

,

Spanish

,

Operational context: Occupational Safety and Health Considerations:: To view occupational security and well being concerns for this responsibility station, please go to this hyperlink: https://wwwnc.cdc.gov/travel

Nature of Position:: The incumbent stories to the Senior Executive Assistant and offers administrative and secretarial help providers to the Director, instant Supervisor, and different senior workforce members as wanted with the intention to guarantee the sleek working of the Office and its move and administration of administrative and routinely info. The place may help different workplace managerial capabilities, resembling HR and finance-related issues. This place includes direct contact with different workers members and contacts with the groups of high-ranking officers, each inside and outdoors UNHCR. The incumbent will prioritize duties and arrange his/her work independently primarily based on route from the Supervisor. Given the various points adopted by NYO, the candidate will need to have eager consideration to element, the power to work beneath strain, multi-task and produce high quality and well timed outcomes. The incumbent is predicted to have confirmed work expertise, shows sturdy maturity and moral integrity as s/he could have entry to delicate info. Previous expertise working in UN or non-profit sector is extremely fascinating. Clarity in communication, diplomacy, means to work nicely as part of a workforce, and talent to arrange and handle a number of duties are important. The candidate must also have sturdy data of primary pc software program abilities, resembling Microsoft Office.

Living and Working Conditions:: New York is assessed as a Category H (HQ) responsibility station with all facilities and wonderful infrastructure. Most workers reside in Manhattan or throughout the East River in Long Island City. There aren’t any safety provisions in place, however it is crucial to not keep in low-income housing because the vector drawback is ever-present. The working atmosphere in New York concerning issues of central concern to UNHCR, is quickly altering. With the growth of refugee disaster world wide and the larger consideration these and onward actions are garnering globally, extra efforts are being made by UN New York (UNNY) to answer them in a complete method. UNHCR is due to this fact more and more known as upon to contribute and lead within the many new efforts which can be underway. Matters of our concern are excessive on the agenda of UNNY and of distinguished concern to different stakeholders in New York together with NGOs, academia, faith-based teams, and the media. NYO is and can proceed to be a central port of name for UN businesses, Member States and different stakeholders for info and steering on issues associated to compelled displacement. In discharging this accountability, NYO works carefully with States and the UN (Executive Office of the Secretary General, different components of the UN Secretariat, and businesses, funds, and programmes). UNHCR is acknowledged and appreciated because the company with experience on displacement points, and for delivering precise safety and help to these on the bottom. NYO is often known as upon to transient and companion with civil society, together with educational establishments, concerning refugees and stateless individuals, and is more and more the primary port of name for NY-based world media on points pertaining to UNHCR’s world programmes and individuals of concern.

Additional Qualifications: Skills

IT-Microsoft Excel

Education

Certifications

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

Work Experience

Annual Budget OL in Operation/Office, Number of Workforce in Operation/Work Setting, Workforce to Supervise

Competencies: Accountability, Analytical pondering, Client & outcomes orientation, Commitment to steady studying, Communication, Organizational consciousness, Planning & organizing, Political consciousness, Teamwork & collaboration

UNHCR Salary Calculator: https://icsc.un.org/Home/SalaryScales

Compendium: Additional Information: Functional clearance: This place would not require a useful clearance