Executive Support Associate

DNon Family with Residential LocationNon Family with Residential LocationAddis Ababa,Eth Fed Dem RepGS6General Service

Reason

Regular > Regular AssignmentNo2024-01-01December 2, 2023Executive Support Associate Organizational Setting and Work Relationships The position of Executive Support Associate is located within a Division/Bureau/Entity 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 Not specified Desirable Completion of UNHCR learning programmes or specific training relevant to functions of the position. Functional Skills *CO-Drafting and Documentation *IT-Computer Literacy CO-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. 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.• The incumbent should have proven competencies and experience in complex field emergency operations, and hardship duty stations, working with functionally and culturally diverse teams.
• S/He should have excellent written and verbal communication skills with the ability to pay attention to details.
• The incumbent should have strong interpersonal, and organization skills and the ability to multitask. Responsive, quick delivery of results under pressure.
• S/He should be able to handle multiple assignments while demonstrating professionalism, flexibility and solutions oriented.
• S/He must be discreet and able to handle confidential and sensitive information.
• S/He should have skills in IT (computer literacy) drafting, editing, documentation and data presentation are essential for this role.
• Familiar with UNHCR Administrative Rules, Regulations and Procedures is an added advantage.

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Amharic

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Tigrigna

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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 role of this position is to provide administrative and secretarial support services to the Head of Office, 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 organizes work independently based on direction from the Supervisor and has access to highly sensitive and confidential information.

Under the guidance and direct supervision of the Head of Sub-Office Mekelle, the Executive Support Associate will ensure effective and efficient executive and administrative support to his/her Office with full confidentiality in all aspects of assignment. The incumbent will maintain protocol procedures, manage information flow, and follow-up on deadlines and commitments made. S/He also will work in close collaboration with other team members of the Tigray Operation in both Shire and Mekelle.

The Executive Associate will be the focal point for all communications and appointments with the Head of Sub-Office, including with senior management/staff at the Representation Office in Addis Ababa and external stakeholders. S/He is also responsible for the smooth flow of a heavy volume of work dealing with a wide range of confidential matters, often under time pressure.

Living and Working Conditions

Mekelle, is the capital city of Tigray Region in Ethiopia. It is located around 780 kilometers (480 mi) north of the capital Addis Ababa, with an elevation of 2,254 meters above sea level. Administratively, Mekelle is considered a Special Zone, which is divided into seven sub-cities. Mekelle is the economic, cultural, and political hub of northern Ethiopia. Mekelle has grown rapidly since 1991. In 1984 it had 61,583 inhabitants, in 1994, 96,938 (96.5% being Tigrinya), and in 2006 169,200 (i. e. 4% of the population of Tigray). Mekelle is 2.6 times larger than Adigrat, the second largest regional centre. It is the fifth largest city in Ethiopia, after Addis Ababa, Dire Dawa, Adama, and Gondar. Most of the population of Mekelle depends on government employment, commerce, and small-scale enterprises.

Mekelle has new engineering, cement, and textile factories, producing for the local and foreign market. There are limited medical facilities in Mekelle that are equipped to deal with moderate medical cases. Evacuation opportunities are also limited. However, air ambulance evacuation can be organized for life-threatening emergencies during daytime. Candidates with conditions requiring regular treatment or medical supervision should be appropriately advised. The climate of Ethiopia and the regions varies greatly. It is temperate on the plateau and hot in the lowlands. Generally, the high elevation of the land affects one's adjustment to the environment. While the primary hospital in Mekelle is functioning, it is currently running low on medical supplies. Most pharmacies in town are open, but they also struggle to get medical supplies, so staff with prescriptions should come with at least 3 months of prescription medication. UN Clinic medical team supporting staff is available in Mekelle.

The local currency is the Ethiopian Birr. Foreign currency may only be changed at authorized banks and hotels. Exchange of foreign currency outside the regulated banks (Black Market) is a criminal offence, and international UN personnel caught by police sting operations have been known to be arrested and detained for several days. Any entry or exit of cash more than US$3,000 (or the equivalent in other foreign currencies) must be declared to the customs authority upon arrival. ATM cash withdrawals are currently unavailable in Mekelle. As there are no functioning banks in Tigray, there is still a serious shortage of cash, but the office will provide advance cash from entitlements. While humanitarian partners' access to Tigray is improving, access to large areas continues to be impeded by insecurity, limiting the humanitarian response, particularly in rural hard-to-reach areas. Communications have been restored in Tigray with mobile network and Wi-Fi access. Mekelle is classified as security level - high. The restriction of movement is imposed on the movement of the staff member and the activities in the field, depending on the development of the security situation.

Regular commercial flights between Addis Ababa and Tigray (Mekelle & Shire) have resumed. Staff members can also rely sometimes on road convoy, and it should be prepared to operate under challenging conditions with extremely limited resources. Staff members will be working within a city that has been isolated for several months due to the crisis which began in November 2020. The office deals primarily with several displacement sites environment with inherent risks to staff health.

Additional Qualifications

Skills

Certifications

Business Administration - Other, Human Resources - Other, Office Management - Other, Secretarial - OtherAnnual 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: Internally Displaced Persons, Working with Persons of Concern: Refugees

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Political awareness, Teamwork & collaboration

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

This position doesn't require a functional clearance