The Ugandan Jobline

Job Title:        Executive Assistant

Organisation: United
Nations High Commissioner for Refugees (UNHCR)

Duty Station: Kampala,
Uganda

Position Grade:
P3

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
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.

The Executive
Assistant works closely with the senior management support team, and may
supervise staff in the team. He/she also assumes a coordination role within the
structure.

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 qualifications in Social Sciences; Political Science; Business
Administration; International Relations or other relevant field.

·       
For
P3/NOC – 6 years relevant experience with Undergraduate degree; or 5 years
relevant experience with Graduate degree; or 4 years relevant experience with
Doctorate degree

·       
Six
years of progressively responsible, coordination, administrative or operational
experience

·       
Good
knowledge of the UNHCR operations in general

·       
Office
Management skills

·       
Planning
skills

·       
Research
skills

·       
Diplomacy
skills

·       
Strategic
Communication skills

·       
Drafting,
Documentation, Data Presentation skills

·       
UNHCR
Operations, mandate, principles and policies;

·       
Editing
skills

·       
Networking
skills

·       
Inter-Agency
External Relations skills

·       
Language
Requirements: Knowledge of English
and UN working language of the duty station if not English.

Competencies

·       
C001L3 –
Accountability Level 3

·       
C002L3 –
Teamwork & Collaboration Level 3

·       
C003L3 –
Communication Level 3

·       
C004L3 –
Commitment to Continuous Learning Level 3

·       
C005L3 –
Client & Result Orientation Level 3

·       
C006L3 –
Organizational Awareness Level 3

·       
M003L3 –
Judgement and Decision Making Level 3

·       
X001L3 –
Analytical Thinking Level 3

·       
X005L3 –
Planning and Organizing Level 3

·       
X007L3 –
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: 14^th May 2020

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