Overview
Provide executive support primarily to the Representative, as well as to the executive unit and other units, as necessary and required. The role involves managing the Representative's calendar, supporting priority settings, tracking progress, and making recommendations.
Tasks Summary
- Manage the calendar/schedule of the Representative.
- Support priority settings and follow up on actions and decisions made, track progress, and make recommendations.
- Arrange and prepare meetings, logistics of missions, travels, set appointments.
- File documents, keep in/out chrono files, and support internal information flow and workflow.
- Possess strong external relations, communications, and presentation skills.
- Be proficient on use of social media, use of AI tools, and MS Office.
- Provide occasional interpretation when needed.
- Write correspondence to high level officials.
- Take notes of meetings and timely produce minutes, notes, concise summaries, reports, and draft more complex messages.
- Interact with a broad range of external stakeholders for meeting requests and other purposes.
- Provide secretarial and administrative support to the UNHCR Office.
- Receive visitors; place and screen telephone calls and answer queries with discretion.
- Arrange meetings, both internal and external, some involving high-ranking officials, and take minutes and/or notes at meetings.
- Prepare informal translations and may act as interpreter.
- Draft correspondence, documents and reports, some of which are highly confidential.
- Receive, screen, log and route correspondence, attach necessary background information and maintain follow-up system.
- Draft official correspondence, documents and reports on routine matters and/or for clearance by the supervisor and ensure follow-up.
- Maintain filing system for electronic and hard copy documents.
- May be required to assist in Human Resources tasks (attendance record, travel arrangements, preparation of travel authorisation, /claims, etc.) for staff within the unit.
- Assist in the preparation of visit programmes, briefings on issues covered by the Unit, collection of documentation for briefing kits; talking points and other material for missions, meetings and visits.
- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility.
- Ensure decision making in risk based in the functional area of work.
- Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other related duties as required.
Experience Requirements
- 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher.
- Prior work experience in an international environment.
Qualification Requirements
• Business Administration, Secretarial, Office Management, Human Resources, or other related field.
