Job Title:   Executive Support Associate (UN Admin Jobs)

Organisation: United Nations High Commissioner for Refugees (UNHCR)

Duty Station: Kampala, Uganda

About US:

The Office of the United Nations High Commissioner for Refugees was established on December 14, 1950 by the United Nations General Assembly. UNHCR’s mandate under the Statute of the Office of the United Nations High Commissioner for Refugees is to lead and co-ordinate action for international protection to refugees; seek permanent solutions for the problems of refugees and safeguard refugee rights and well-being. UNHCR has an additional mandate concerning issues of statelessness, as it is given a designated role under Article 11 of the 1961 Convention on the Reduction of Statelessness.

Job Summary:  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.

Key Duties and Responsibilities:

• 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.
• Perform other related duties as required.

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Qualifications, Skills and Experience:

• The applicant for the United Nations High Commissioner for Refugees (UNHCR) Executive Support Associate job should have three years of relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher
• Certificates and/or Licenses: Secretarial; Business Administration; Human Resources; Office Management or a related field;
• *CO-Drafting and Documentation
• *IT-Computer Literacy
• CO-Editing
• UN-UN/UNHCR Administrative Rules, Regulations and Procedures
• Language Requirements: Knowledge of English and/or UN working language of the duty station if not English.

Desirable

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

Note:

• UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation.
• Female candidates are encouraged to apply.
• UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

How to Apply:

All suitably qualified and interested candidates who wish to join the United Nations High Commissioner for Refugees (UNHCR) should apply online at the link below

Click Here

Deadline: 22^nd January 2023

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