Senior Executive Support Assistant

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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

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