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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

 

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