Executive Support Associate (Re-advertisement)

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
  Education & Professional Work Experience
  Years of Experience / Degree Level
  For G6 – 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher
  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.

Position Competencies

Core Competencies:
Accountability
Communication
Organizational Awareness
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation
Cross-Functional Competencies:
Analytical Thinking
Planning and Organizing
Political Awareness

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.

Additional Information

As part of the recruitment process candidates might be requested to complete a technical assessment.

Operational Context

The Executive Support Associate will work under direct supervision of the Head of Global Data Service (GDS) and in close collaboration with Resource Management Unit of GDS as well as Center Management Service of the Copenhagen Global Service Center. The role of this position is to provide administrative and managerial support services to the head of GDS. This involves direct contact with other staff members and contacts with high ranking officials, both within and outside UNHCR. The post requires the ability to prioritize tasks and organize work independently based on direction from the Head of GDS.
In executing everyday tasks the incumbent will perform the following duties:

• Arrange appointments and maintain Head of GDS’s calendar, receive visitors, place and screen telephone calls and answer queries with discretion.
• Manage the flow of information to/from the Head of GDS, incl. to other stakeholders in the Global Data Service, DIP, DER, DSPR and DIST; identify priority matters that need to be urgently addressed by the Head of GDS
• Confer with managers at all levels to secure timely and authoritative information relevant to matters requiring action, facilitating decisions by or authorised approvals from the Head of GDS.
• Ensure follow up to make sure that appropriate action is being taken by managers and on tasks determined by the Head of GDS.
• Maintain liaison with all sections in HQs and the Field on matters related to GDS.
• Prepare briefing materials for the Head of GDS for official trips or special meetings.
• Arrange meetings with external stakeholders; Ensure that visitors are appropriately informed, that they receive background information, briefings, etc., and that the necessary protocols are respected.
• Accompany the Head of GDS to meetings and on missions in order to prepare notes on the discussions, ensure follow-up in matters raised, and support the head of GDS with any relevant input.
• Draft correspondence and ensure follow-up.
• Maintain policy, confidential and general management files, including in eSafe and SharePoint.
• Organize meetings, phone and video conferences.

Specific sills:

Proven experience in preparing and executing high-level meeting/events with both external and internal delegations/guests;

Ensuring confidentiality of sensitive information;

Knowledge of communication tools such as CISCO WebEx and Microsoft teams.

Additional Languages: Danish (Mandatory)