The Ugandan Jobline

Job Title:      Executive
Assistant

Organisation: United
Nations High Commissioner for Refugees (UNHCR)

Duty Station: 
Kampala, Uganda

Grade: P-3

About UNHCR:

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 Executive Assistant provides support to
the supervisor through, among others, management of information and preparation
and documentation of meetings; follow-up on actions, deadlines, commitments,
maintenance of protocol procedures, and through supporting communications with
Country Operations, Bureaux, Divisions, and other stakeholders. The Executive
Assistant helps the supervisor to identify priority matters that needs to be
urgently addressed. S/he ensures full confidentiality in all aspects of
assignment. The incumbent receives guidance from the direct supervisor, who
could be the Bureau or Division Director, Representative, or any other senior
manager as applicable. The incumbent also liaises with colleagues in UNHCR on
matters of non-routine significance in order to prepare documents and manage
the flow of information. S/he analysis information flows and makes
suggestions  – and implements procedures
– for efficient information management.

Key Duties and Responsibilities: 

• Monitor, screen, respond to and distribute incoming communications
  to the supervisor to identify priority matters that need to be addressed
  by the supervisor and propose actions; analyse supporting documentation
  and summarize most relevant points for the supervisor; ensure that
  appropriate action is taken by responsible senior managers on matters
  brought to the attention of the supervisor.
• Contribute to the management and maintenance of the supervisor’s
  schedules, appointments, correspondence and missions with support of the
  Principal Secretary if relevant. Follow-up on policies and instructions
  presented by the supervisor. Keep the supervisor aware of relevant
  developments in UNHCR and of policy issues directly related to UNHCR or
  other matters of interest under the broader UN system.
• Assist the supervisor in the preparation of statements, situation
  reports, and briefing notes that represent UNHCR’s overall policies and
  which highlight specific areas of concern. Propose and draft
  correspondence for the supervisor, also with regard to regular reporting
  to the High Commissioner. Ensure coordination and compilation of inputs to
  key reports and documents.
• Confer with senior managers in the Bureau, Division, or Country
  Operation to secure timely and authoritative information relevant to
  matters requiring action, decisions, or the signature of the supervisor.
• Arrange and coordinate meetings.
• Ensure that the supervisor is prepared for meetings and missions by
  drafting talking points, researching relevant information, and
  establishing internal and external contacts on the subject matters to be
  discussed.
• Accompany the supervisor to meetings and missions where relevant, in
  order to prepare notes on the discussions, and minutes of meetings. Track
  progress on agreed issues, follow-up with focal points on deadlines,
  commitments made, actions taken, and coordination of collection and
  submission of reports and requests for information.
• Ensure flow of information within the office by disseminating
  relevant communications to senior managers and all staff in the office as
  required;
• Support the supervisor in efforts to raise UNHCR profile and cater
  to its concerns within the context of the broader United Nations system.
• As part of a continuous effort to improve the flow of useful
  information, coordinate with other services, units, etc. in UNHCR to
  implement systems, policies, procedures, or instruments to improve the
  process of executive information management.
• Work with the supervisor in developing, reviewing, and proposing new
  policies and practices, or adaptations to existing ones.  Monitor development and implementation
  of these policies and practices.
• 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.

Qualifications, Skills and Experience:

• The ideal candidate for the United Nations UNHCR Executive Assistant
  job placement should hold a Degree in Social Sciences; Political Science;
  Business Administration; International Relations or other relevant field.
• Six years of progressively responsible, coordination, administrative
  or operational experience
• Good knowledge of the UNHCR operations in general
• MG-Office Management;
• MG-Planning;
• MS-Research;
• MG-Diplomacy;
• CO-Strategic Communication;
• MS-Drafting, Documentation, Data Presentation;
• UN-UNHCR Operations, mandate, principles and policies;
• CO-Editing;
• MS-Networking;
• ER-Inter-Agency External Relations;
• Language Requirements: Knowledge of English and UN working language of the duty station
  if not English and local language.

Position Competencies

• Accountability Level 3
• Teamwork & Collaboration Level 3
• Communication Level 3
• Commitment to Continuous Learning Level 3
• Client & Result Orientation Level 3
• Organizational Awareness Level 3
• Judgement and Decision Making Level 3
• Analytical Thinking Level 3
• Planning and Organizing Level 3
• Political Awareness Level 3

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: 9^th October 2019

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