UN Admin Jobs – Executive Support Associate – United Nations High Commissioner for Refugees (UNHCR)

Job Title: Executive Support Associate

Organisation: United Nations High Commissioner for Refugees (UNHCR)

Duty Station: Kampala, Uganda

Vacancy Notice: Internal Vacancy notice no. 017/2020

Position Number: 10007647

Position Grade: GS-6

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 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.

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

Qualifications, Skills and Experience:

• The ideal candidate for the United Nations High Commissioner for Refugees (UNHCR) Executive Support Associate job placement should hold a High School Diploma.
• Three years of relevant experience is required
• Competence in IT-Computer Literacy, MS-Drafting, Documentation, Data Presentation is required.
• Knowledge of English is required
• Additional certificate in Secretarial, Business Administration, Human Resources, Office Management or a related field is desirable.
• Completion of UNHCR learning programmes or specific training relevant to functions of the position is desirable
• Analytical Thinking
• Planning and Organizing
• Political Awareness

How to Apply:

All interested Ugandan nationals who wish to join the United Nations High Commissioner for Refugees (UNHCR) in the aforementioned capacity are encouraged to click on the link below and follow the application instructions after reviewing the job details.

Click Here

Deadline: 21^st October 2020