Executive Assistant, P2, Kinshasa 90 views0 applications

ORGANIZATIONAL CONTEXT

Guidance will be given by the supervisor (often Regional Representative, Director of Bureau/Division). The Executive Assistant liaises with colleagues within the same office, at HQ, and in the field, on matters of non-routine significance in order to prepare documents for the supervisor and manage the flow of information.

Regular contacts with external parties, including UN office, donors and International organizations, are made to provide the supervisor’s contacts with background information on relevant topics prior to meetings, to respond queries on behalf of the supervisor at his/her discretions and to obtain assistance of others on matters of relevant to the office.

FUNCTIONAL STATEMENT

Accountability

• The supervisor is provided support by managing the flow of information and communications, prioritizing and highlighting issues that need addressing.
• Background documents for meetings are prepared in time.

Responsibility

• 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; analyze 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 Regional Representative.
• 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.
• Perform other related duties as required.

Authority

• Prioritise tasks and organize work independently.
• Select and make pertinent abstracts and search for information.
• Have access to sensitive and confidential information.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED

• Undergraduate degree (equivalent of a BA/BS) in Political Science, International Relations, Law or other related fields plus minimum 3 years of previous work experience relevant to the function. Graduate degree (equivalent of a Master’s) plus 2 years or Doctorate degree (equivalent of a PhD) plus 1 year of previous relevant work experience may also be accepted.
• Proven drafting and editing skills.
• Excellent communication skills.
• A proven ability to act with discretion and diplomacy is essential for this function.
• Knowledge of English and UN working language of the duty station if not English.

DESIRABLE QUALIFICATIONS & COMPETENCIES

• Good knowledge and experience of large scale UNHCR operations.
• Knowledge of additional UN languages.