Senior Executive Support Assistant 119 views7 applications


Operational Context:

The position of Senior Executive Support Assistant is located within the Regional Bureau for Southern Africa (RBSA). The role of this position is to provide administrative and secretarial support services to the Deputy Director and routine 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.

In view of the specific requirements of the Deputy Director, incumbent may be granted access to email box of same and required to assist sorting out the mails and dispatching routine ones as per standing guidance by the DD. This obviously requires utmost discretion as such mail box receives lots of confidential mails.

Solid experience in above mentioned fields is therefore essential. Considering coverage of French-speaking countries by RBSA, knowledge of French would be desirable and an asset.

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.

Certificates and/or Licenses:

Business Administration, Secretarial, Office Management, Human Resources, or other related field.

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

Relevant Job Experience:

Essential

Not specified.

Desirable

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

Functional Skills:

*IT-Computer Literacy;

UN-UN/UNHCR Administrative Rules, Regulations and Procedures;

MS-Drafting, Documentation, Data Presentation

(Functional Skills marked with an asterisk* are essential)

Language Requirements:

Knowledge of English and/or UN working language of the duty station if not English. French desirable.

Competency requirements:

All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.

Core Competencies:

Accountability

Communication

Organizational Awareness

Teamwork & Collaboration

Commitment to Continuous Learning

Client & Result Orientation

Managerial Competencies:

Not specified.

Cross-Functional Competencies:

Analytical Thinking

Planning and Organizing

Political Awareness

Eligibility:

Interested staff members should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS, UNHCR/AI/2020/1/Rev.1). If you have questions regarding your eligibility, you may also contact the HR Unit.**

In line with the RALS, the below category of candidates are eligible to apply for internally/externally advertised vacancies.

Group 1 candidates: Group 1 comprises current GS staff members holding an indefinite or fixed-term appointment who, at the date of the deadline for application, are serving in the country of the vacancy at the grade of the position or one grade below or above.

Group 2 candidates: Group 2 comprises candidates from the below categories after completion of one cumulative or continuous year of service in the country of the vacancy.

I. Currently employed locally recruited UNHCR staff members holding a Temporary Appointment;

II. Former locally recruited UNHCR staff members who held an indefinite or fixed-term appointment (within 2 years of separation for males and 5 years for females);

III. National United Nations Volunteers currently working for UNHCR;

IV. National UNOPS and individual contractors currently working for UNHCR;

V. Current GS staff members holding an indefinite or fixed-term appointment applying to a position in the same category two grades above the staff member’s personal grade;

VI. Current UNHCR staff members in the International Professional category holding an indefinite or fixed-term appointment applying to a GS post;

VII. Current UNHCR staff members in the NPO category holding an indefinite or fixed-term appointment applying to a GS post;

VIII. Current locally recruited female staff members from other UN system Organizations holding the equivalent of an indefinite or fixed-term appointment.

External candidates: External candidates are candidates who are not in Group 1 or Group 2. They must meet the essential minimum requirements of the position and candidates not citizens of the country must comply with all eligibility requirements for employment in line with the prevailing legislative prerequisites in South Africa (residency/working permit).**

Remuneration:

A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, please visit the portal of the International Civil Service Commission at: http://icsc.un.org

How to apply

Submission of Applications:

  • Interested Group 1 and Group 2 candidates need to apply through MSRP – Self-Service – Recruiting Activities – Careers (please search by JO number or by Location). Please update your personal profiles with all required information in order to be able to apply. Please consult the attached documents for further guidance on how to update the personal profile. Please also ensure that your UNHCR factsheet is fully updated before applying.
  • Interested external candidates need to apply online via the UNHCR Careers website stated below and also complete the mandatory motivation letter. For help with logging in to the MSRP External Portal, or with online applications, please contact the HR Unit well before the deadline to allow sufficient time for any technical problem to be resolved. External vacancies are posted on the external UNHCR website and applicants who do not have internal status must apply through the external UNHCR website. https://www.unhcr.org/careers.html – Careers – Career opportunities – Other Opportunities – Vacancies – sort by Location or search by Job Opening number.
  • Applications will be accepted only via the online portals. Please do not send application via email.
  • Not signed, incomplete and late applications will not be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates will be required to sit for a written test and/or oral interview. UNHCR does not charge a fee at any stage of the recruitment process (application, interview, processing or any other fees).
  • The evaluation of applicants will be conducted based on the information submitted during the application. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
  • UNHCR strongly encourages qualified female applicants to apply. UNHCR seeks to ensure that male and female employees are given equal career opportunities. UNHCR is committed to achieving workforce diversity in terms gender, disability, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation. All applications will be treated with the strictest confidentiality.
  • UNHCR has a zero-tolerance policy against Sexual Exploitation and Abuse (SEA). SEA is unacceptable behavior and prohibited conduct for UNHCR personnel. It constitutes acts of serious misconduct and is therefore grounds for disciplinary measures, including dismissal. Any concerns or suspicions about a possible case of SEA should be reported immediately to the Inspector General’s Office (IGO) at [email protected] or through the online complain form at https://www.unhcr.org/php/complaints.php or by confidential fax: +41 22 739 73 80.

    For any technical problems encountered during the online application, please send an email to the below email address titled “Online VA Query-your name and surname”. Human Resources Pretoria [email protected]

Closing date for applications is 05 March 2021, midnight Geneva time.

More Information

  • Job City Pretoria
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The Office of the United Nations High Commissioner for Refugees (UNHCR), also known as the UN Refugee Agency, is a United Nations programme mandated to protect and support refugees at the request of a government or the UN itself and assists in their voluntary repatriation, local integration or resettlement to a third country. Its headquarters are in Geneva, Switzerland, and it is a member of the United Nations Development Group.

The UNHCR has won two Nobel Peace Prizes, once in 1954 and again in 1981

The office of the United Nations High Commissioner for Refugees (UNHCR) was created in 1950, during the aftermath of the Second World War, to help millions of Europeans who had fled or lost their homes. We had three years to complete our work and then disband. Today, over 66 years later, our organization is still hard at work, protecting and assisting refugees around the world. With your support, we can continue.

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0 USD Pretoria CF 3201 Abc road Contract , 40 hours per week United Nations High Commissioner for Refugees (UNHCR)

Operational Context:

The position of Senior Executive Support Assistant is located within the Regional Bureau for Southern Africa (RBSA). The role of this position is to provide administrative and secretarial support services to the Deputy Director and routine 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.

In view of the specific requirements of the Deputy Director, incumbent may be granted access to email box of same and required to assist sorting out the mails and dispatching routine ones as per standing guidance by the DD. This obviously requires utmost discretion as such mail box receives lots of confidential mails.

Solid experience in above mentioned fields is therefore essential. Considering coverage of French-speaking countries by RBSA, knowledge of French would be desirable and an asset.

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.

Certificates and/or Licenses:

Business Administration, Secretarial, Office Management, Human Resources, or other related field.

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

Relevant Job Experience:

Essential

Not specified.

Desirable

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

Functional Skills:

*IT-Computer Literacy;

UN-UN/UNHCR Administrative Rules, Regulations and Procedures;

MS-Drafting, Documentation, Data Presentation

(Functional Skills marked with an asterisk* are essential)

Language Requirements:

Knowledge of English and/or UN working language of the duty station if not English. French desirable.

Competency requirements:

All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.

Core Competencies:

Accountability

Communication

Organizational Awareness

Teamwork & Collaboration

Commitment to Continuous Learning

Client & Result Orientation

Managerial Competencies:

Not specified.

Cross-Functional Competencies:

Analytical Thinking

Planning and Organizing

Political Awareness

Eligibility:

Interested staff members should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS, UNHCR/AI/2020/1/Rev.1). If you have questions regarding your eligibility, you may also contact the HR Unit.**

In line with the RALS, the below category of candidates are eligible to apply for internally/externally advertised vacancies.

Group 1 candidates: Group 1 comprises current GS staff members holding an indefinite or fixed-term appointment who, at the date of the deadline for application, are serving in the country of the vacancy at the grade of the position or one grade below or above.

Group 2 candidates: Group 2 comprises candidates from the below categories after completion of one cumulative or continuous year of service in the country of the vacancy.

I. Currently employed locally recruited UNHCR staff members holding a Temporary Appointment;

II. Former locally recruited UNHCR staff members who held an indefinite or fixed-term appointment (within 2 years of separation for males and 5 years for females);

III. National United Nations Volunteers currently working for UNHCR;

IV. National UNOPS and individual contractors currently working for UNHCR;

V. Current GS staff members holding an indefinite or fixed-term appointment applying to a position in the same category two grades above the staff member’s personal grade;

VI. Current UNHCR staff members in the International Professional category holding an indefinite or fixed-term appointment applying to a GS post;

VII. Current UNHCR staff members in the NPO category holding an indefinite or fixed-term appointment applying to a GS post;

VIII. Current locally recruited female staff members from other UN system Organizations holding the equivalent of an indefinite or fixed-term appointment.

External candidates: External candidates are candidates who are not in Group 1 or Group 2. They must meet the essential minimum requirements of the position and candidates not citizens of the country must comply with all eligibility requirements for employment in line with the prevailing legislative prerequisites in South Africa (residency/working permit).**

Remuneration:

A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, please visit the portal of the International Civil Service Commission at: http://icsc.un.org

How to apply

Submission of Applications:

  • Interested Group 1 and Group 2 candidates need to apply through MSRP – Self-Service – Recruiting Activities – Careers (please search by JO number or by Location). Please update your personal profiles with all required information in order to be able to apply. Please consult the attached documents for further guidance on how to update the personal profile. Please also ensure that your UNHCR factsheet is fully updated before applying.
  • Interested external candidates need to apply online via the UNHCR Careers website stated below and also complete the mandatory motivation letter. For help with logging in to the MSRP External Portal, or with online applications, please contact the HR Unit well before the deadline to allow sufficient time for any technical problem to be resolved. External vacancies are posted on the external UNHCR website and applicants who do not have internal status must apply through the external UNHCR website. https://www.unhcr.org/careers.html – Careers – Career opportunities – Other Opportunities – Vacancies – sort by Location or search by Job Opening number.
  • Applications will be accepted only via the online portals. Please do not send application via email.
  • Not signed, incomplete and late applications will not be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates will be required to sit for a written test and/or oral interview. UNHCR does not charge a fee at any stage of the recruitment process (application, interview, processing or any other fees).
  • The evaluation of applicants will be conducted based on the information submitted during the application. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
  • UNHCR strongly encourages qualified female applicants to apply. UNHCR seeks to ensure that male and female employees are given equal career opportunities. UNHCR is committed to achieving workforce diversity in terms gender, disability, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation. All applications will be treated with the strictest confidentiality.
  • UNHCR has a zero-tolerance policy against Sexual Exploitation and Abuse (SEA). SEA is unacceptable behavior and prohibited conduct for UNHCR personnel. It constitutes acts of serious misconduct and is therefore grounds for disciplinary measures, including dismissal. Any concerns or suspicions about a possible case of SEA should be reported immediately to the Inspector General’s Office (IGO) at [email protected] or through the online complain form at https://www.unhcr.org/php/complaints.php or by confidential fax: +41 22 739 73 80.For any technical problems encountered during the online application, please send an email to the below email address titled “Online VA Query-your name and surname”. Human Resources Pretoria [email protected]

Closing date for applications is 05 March 2021, midnight Geneva time.

2021-03-06

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