Executive Support Associate UNHCR Uganda

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
1. Arrange appointments and maintain Supervisors calendar, ensure attendance and well set up of meeting rooms, and screen telephone calls.
2. 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.
4. 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.
5. Prepare briefing materials for Supervisor for official trips or special meetings including agenda, travel details and background documents prepared by the Executive Assistant.
6. Prepare informal translations if required.
7. Receive screen, log and route correspondence, attach necessary background information and maintain follow-up system.
8. Draft non-substantive correspondence and ensure follow-up.
9. Type correspondence, documents and reports, etc., some of which are highly confidential.
10. Select and make pertinent abstracts and undertake searches for information.
11. 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.
13. Ensure administrative procedures (travel, hospitality expenses, etc.) will be timely concluded.
14. 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.

Occupational Safety and Health Considerations:
To view occupational safety and health considerations for this duty station, please visit this link:

wwwnc.cdc.gov/travel

Nature of Position:
The incumbent should have strong interpersonal skills as well as efficient knowledge of UNHCR mandate. Working in administration/executive roles in UNHCR is an asset which will help the incumbent to grasp the duties in the most efficient way.

Living and Working Conditions:
Kampala is a Family Duty Station Capital city with a large offer of comfortable houses and flats are available, bank services are excellent as well as a decent internet service and mobile coverage. Power supply might be irregular in some areas hence a generator or backup inverter might be necessary. Medical facilities including hospital of good quality are available as well as a large choice of International school and nurseries. Food and house supplies are available in supermarkets and markets and on-line purchase and home deliveries is efficient. No decent public transport is available, but Taxis/Uber are commonly used and car purchase is an easy option as the offer is wide.
Although Kampala and Entebbe are considered under a moderate security levels (Security levels III), many UN agencies and funds are headquartered in Kampala including UNHCR branch office to provide support on the mandate to protect and assist refugees of both Urban caseloads and those in settlements in the South west, Midwest and West Nile regions. Kampala is considered a family duty station with better social amenities- schools, recreation and health services. The major threat to staff includes and is not limited to prospects of terrorism allowed heavy security presence in both uniform and plain cloth, high road traffic accidents, common law crimes and spontaneous outbreaks of water born disease like Typhoid, cholera plus occasional political /civil unrest mostly contained by Government. The security management systems have put in place mitigation measures to avert the impact of the threats therein and is a collective responsibility of all staff members.

Additional Qualifications

Skills

CO-Drafting and Documentation, CO-Editing, IT-Computer Literacy, UN-UN/UNHCR Administrative Rules, Regulations and Procedures
Education

Certifications

Business Administration – Other, Human Resources – Other, Office Management – Other, Secretarial – Other
Work Experience

Competencies

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

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

Compendium
Shortlisted candidates may be required to sit for a written test and/or oral interview. UNHCR does not charge a fee at any stage of its recruitment process. Recruitment as a UNHCR staff member is subject to proof of vaccination against COVID-19
Functional clearance