Senegal: Executive Support Associate

Organizational Setting and Work Relationships

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.

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

• 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.

Minimum Qualifications

Years of Experience / Degree Level

For G6 - 6 years relevant experience with High school diploma

Field(s) of Education

n/a;

Certificates and/or Licenses

Secretarial;

Business Administration;

Human Resources;

Office Management or a related field;

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

Relevant Job Experience

Essential:

Desirable:

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

Functional Skills

*IT-Computer Literacy;

*MS-Drafting, Documentation, Data Presentation;

MS-Editing;

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

(Functional Skills marked with an asterisk* are essential)

Language Requirements

For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.

For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.

For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Position Competencies

Competencies as defined in Job Profile

Language Requirements

Full proficiency in French and English is mandatory. The incumbent of the position must be able to communicate clearly and effectively both in French and English.

Eligible Applicants

This position is open to internal and external applicants.

Procedures and Eligibility

Internal candidates:

General Service Staff members currently serving in the country where the vacancy exists, who have been appointed through the AC process and have indefinite or Fixed Term appointment. Interested staff members should consult the Policy and Procedures on Assignments of Locally recruited Staff (PPAL).

External candidates must be legally present in Senegal at the time of application, recruitment and hire.

Prière procéder comme suite :

Aller à: www.unhcr.org– careers– career opportunities - other opportunities– vacancies

Pour soumettre votre candidature : 1.Clicker sur New User ; 2) Register; .3) “*Apply*” ;

Pour accéder à la liste complète des postes vacants, mettez Dakar sur la barre de recherche “*Search tips”*

Additional Information

Shortlisted candidates may be required to sit for a test. Only shortlisted candidates will be notified. No late applications will be accepted.

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.

UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

In case of queries please contact sendavac@unhcr.org

Closing Date

The closing date for submission of applications is 03 October 2019 (at 22:00 Dakar time).