Executive Assistant

at United Nations High Commissioner for Refugees (UNHCR)
Location Kampala, Uganda
Date Posted December 7, 2023
Category Management
Job Type FULL_TIME
Currency UGX

Description

Duties - Assist in managing the flow of information to the supervisor, in identifying priority matters that need to be urgently addressed by the supervisor and in proposing actions; analyse supporting documentation and summarize most relevant points for the supervisor; contribute to ensuring that appropriate action is taken by responsible Section Heads on matters brought to the attention of the supervisor. - Assist in following-up on policies and instructions presented by the supervisor. Keep the supervisor aware of developments in UNHCR's major world-wide operations and of policy issues related directly to UNHCR or to humanitarian issues under the broader UN system. - Assist the supervisor in the preparation of statements that represent UNHCR's overall policies and which highlight specific areas of concern. Propose and draft substantive correspondence for the supervisor. - Confer with Section Heads to secure timely and authoritative information relevant to matters requiring action, decisions or the signature of the supervisor. - Ensure that the supervisor is prepared for meetings and missions by drafting talking points, by researching relevant information; and by establishing contacts (within and outside UNHCR) on the subject matters to be discussed. - Accompany the supervisor to meetings and on missions in order to prepare notes on the discussions, ensure follow-up in matters raised, and support the supervisor with any relevant input. - Support the supervisor in efforts to raise the profile of UNHCR and the agency's concerns within the context of the broader United Nations system. - Contribute to coordinating drafts of position papers and other documents relevant to the activities of the Office. - Ensure that high-level visitors are appropriately addressed, that they receive background information as necessary, and that protocol is respected. - Prioritise tasks and organize work independently. - Select and make pertinent abstracts and search for information. - Have access to sensitive and confidential information.

- 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 P2/NOB - 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree Field(s) of Education International Relations; Law; Political Science; or other relevant field. (Field(s) of Education marked with an asterisk* are essential) Certificates and/or Licenses Not specified. Relevant Job Experience Essential 3 years of previous work experience relevant to the function. A proven ability to act with discretion and diplomacy is essential for this function. Desirable Good knowledge and experience of UNHCR operations.Functional Skills CO-Drafting and Documentation (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.

Desired Candidate Profile: The ideal candidate assists in managing the high flow of information coming to the Office of the Regional Director, identifying priority matters that need to be urgently addressed by the Director and coordinating closely with other Sections/Units in the Bureau and within operations in the region. S/he should review and analyse supporting documents. Prioritizing emails and phone calls. Summarize the most relevant points for the Director's attention. S/he will ensure that appropriate action is taken by responsible Section/Unit Heads on matters brought to the attention of the Director.

S/he should ensure that the Regional Director is prepared for meetings and missions by drafting talking points, researching relevant information, and establishing contacts (within and outside UNHCR) on the subject matters to be discussed. The candidate will ensure fast and efficient follow-up on notes of meetings, matters raised, and support the Director with any relevant input required. S/he will also be responsible for arranging meetings and business events and preparing reports.

The incumbent should be able to communicate clearly and effectively in English. Ability to communicate in French is highly desirable. S/he should have excellent drafting skills, be very well-organized, and have excellent time management skills and be able to work with minimal guidance. S/he should be a strong team player and have solid service orientation, flexibility, and proactivity to manage situations and challenges.

Experience:

Minimum 3 years of previous work experience relevant to the function,
Proven drafting and editing skills, d7quOvh veHB8
Excellent communication skills,
A proven ability to act with discretion and diplomacy is essential for this function,
Office Package (excellent knowledge of Word, good knowledge of Excel and PowerPoint), and Internet browsing,
Good knowledge and experience of UN operations.