Hardship Level: E (most hardship)
Family Type: Non Family with Residential Location
Family Type: Non Family with Residential LocationDanger Pay
Residential location (if applicable): Nairobi (CO), Kenya
Staff Member / Affiliate Type: Professional
Reason: Regular > Regular Assignment
Remote work accepted: No
Target Start Date: 2023-03-24
Job Posting End Date: April 20, 2023
Standard Job Description: Executive Assistant
Organizational Setting and Work Relationships
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.
Regular contacts with external parties, including government officials, UN agencies and other International organizations, are made to provide the supervisor’s contacts with background information on relevant topics prior to meetings, to respond to queries on behalf of the supervisor at his/her discretions, and to obtain assistance of others on matters of relevance to the office.
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.
- 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.
Years of Experience / Degree Level
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
Field(s) of Education
Social Sciences; Political Science; Business Administration; International Relations;
or other relevant field.
(Field(s) of Education marked with an asterisk* are essential)
Certificates and/or Licenses
Relevant Job Experience
6 years of progressively responsible, coordination, administrative or operational experience
Desirable: Good knowledge of the UNHCR operations in general
CO-Drafting and Documentation
ER-Inter-Agency External Relations
(Functional Skills marked with an asterisk* are essential)
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.
All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.
As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.
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.
Desired Candidate Profile: Besides the required academic background in Diplomacy, Law, and International Relations and on job training in the role, the ideal candidate should have over 5 years’ experience in handling executive functions and office support. Experience working with Representatives or Senior Executives in UNHCR or other large international organization, knowledge of inter-agency coordination, ability to work with governments is vital.
Required languages (expected Overall ability is at least B2 level):: ,
Desired languages: ,
Operational context: Occupational Safety and Health Considerations:: To view occupational safety and health considerations for this duty station, please visit this link: https://wwwnc.cdc.gov/travel
Nature of Position:: The Executive Assistant performs as focal point or otherwise coordinates on behalf of the Representative to ensure UNHCRs priorities are reflected in the UN country team ‘s documentation. These include the CCA, UNCF, emergency humanitarian appeals (e.g. for floods, COVID-19), Secretary General ‘s Reports on Somalia and other strategic documents and frameworks. S/he serves as a focal point for key events organized by the Bureau or HQ, including ExCom, Global Refugee Forum, etc. and keeps abreast of developments at the level of the UNCT, HCT, SMM, UNHCR New York Office, including requests for comments and briefings, and supports the Representative on same. S/he will support Communications, External Relations and Reporting in drafting and editing press releases, briefings, reports, presentations, and other communications. S/he will be responsible for assisting the Representative with all official communications, including letters, memorandum, note verbales, as required. S/he will be familiar with relevant protocols. S/he will also be responsible for editorial review of such documentation when prepared by other colleagues. The Executive Assistant reports to the Representative and oversees the work of the Executive Support Associate providing guidance, playing a key role in training and overall oversight of the Representative ‘s schedule. S/he works very closely with all Unit Heads, External Relations and Reporting units, supporting the drafting of reports, updates, press releases and other communications, as required. The Executive Assistant must be proficient in English and possess advanced drafting, editing, analytical reasoning and organizational skills. S/he should have previous experience as Executive Assistant, Policy Advisor or Inter-agency Officer. S/he must be able to work in a team, meet difficult and tight deadlines and do so while simultaneously working on multiple projects. S/he must be prepared to rapidly shift between emerging priorities
Living and Working Conditions:: The security situation in Somalia is well-known for being volatile and unpredictable. The incumbent should therefore have experience in working in stressful conditions, have sound security awareness, and be sensitive to social, cultural and religious norms.
UNHCR Mogadishu has its own accommodation and Office compound within the AMISOM protected area. There are several restaurants and shops within the protected area that staff can find different food and non-food items. There is no banking service but there are several ATM machines within the protected area where staff can withdraw up to 500USD at a time with Visa cards. USD is also commonly used locally in cash during shopping. There is a PX shop within AAIA AMISOM protected area, where basic food, beverage and clothes stuff can be bought. UNSOS has level II hospital in the compound accessible to UN staff on a cost recovery basis through the Office. For recreational activities, the accommodations as well as UNSOS compound have gym & sport facility that are accessible to UN staff and residents. Also, international staff can walk around certain unrestricted perimeter of the UN compound such the seaside etc. Mogadishu airport called Adan Abdullahi International Airport located within the AMISOM protected area within few minutes’ drive away from the accommodation. There is reliable telephone and internet service in the compound.
Staff members are provided radio equipment, mobile sim card, laptop and PPE on arrival. Mogadishu is a high-risk non-family E-duty station with 4 weeks R&R cycle. Field missions by international staff requires security escort within a very limited radius of the Town and must be planned in advance in close cooperation with Security Officer.
Staff are required to complete all mandatory trainings including BSAFE before travel, as well as SSAFE is feasible. There is daily UN Flight from Mogadishu to Nairobi. Additionally, there are few airlines with a daily flight from Mogadishu to Nairobi, Addis Ababa and Istanbul.
Additional Qualifications: Skills
CO-Drafting and Documentation, CO-Reporting skills, MG-Coordination, MG-Organisational Culture and BehaviourEducation
BA: International Relations (Required), BA: Political Science (Required)Certifications
Programme Management (PM) 1 – UNHCRWork Experience
Annual Budget OL in Operation/Office, Number of Persons of Concern Served, Number of Workforce in Operation/Work Setting, Workforce to Supervise, Working with Persons of Concern: Asylum Seekers, Working with Persons of Concern: Internally Displaced Persons, Working with Persons of Concern: Refugees, Working with Persons of Concern: Returned IDPs, Working with Persons of Concern: Returned Refugees, Working with Persons of Concern: StatelessCompetencies: Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Judgement & decision making, Organizational awareness, Planning & organizing, Political awareness, Teamwork & collaboration
UNHCR Salary Calculator: https://icsc.un.org/Home/SalaryScales
Compendium: March 2023 Compendium – Part B
Additional Information: Functional clearance: This position doesn’t require a functional clearance