Vacancy Announcement for Executive support
Associate
Position: Executive Support Associate
Post
Number: 10005814
Type of contract: 1 Year Fixed-Term Appointment
(extendable)
Location: Kathmandu, Nepal
Date of Issue: 12/05/2021
Effective date of assignment: 01/08/2021
Closing Date: 23/05/2021
Organizational
Setting and Work Relationships
The
position of Executive Support Associate is located within the Office of the
Representation in Kathmandu, Nepal. The role of this position is to provide
administrative and secretarial support services to the Representative, to
ensure the smooth running of the Office and effective flow and management of
administrative/routine information. This involves direct collaboration with
other staff members and contacts with the teams of high ranking officials, both
within and outside UNHCR requiring appropriate language, tact and follow up.
The incumbent prioritizes tasks and organises work independently based on
direction from the Supervisor and has access to highly sensitive information;
hence high level of integrity and confidentiality are a must.
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
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
Extensive Secretarial training or post-secondary certificate in Business
Administration, Secretarial work, Office Management or a related field.
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
local
language.
For General Service jobs: Knowledge of English and/or UN working language of
the duty station if not English.
Competency
Requirements
All
jobs at UNHCR require six core competencies and may also require managerial
competencies and/or cross functional competencies. The six core competencies
are listed below.
Core
Competencies
Accountability
Communication
Organizational Awareness
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation
Managerial
Competencies
Not specified.
Cross-Functional
Competencies
Analytical Thinking
Planning and Organizing
Political Awareness
Eligibility: Candidates must be
Nepali nationals.
Internal
staff members should consult the Policy and Procedures on Assignments of
Locally recruited Staff (RALS). If you have questions regarding eligibility,
you may also contact the HR Unit.
Remuneration: A competitive compensation and
benefits package is offered. For information on UN salaries, allowances and
benefits, please visit the portal of the International Civil Service Commission
at: http://icsc.un.org
Submission
of Applications: If you wish to be considered for this vacancy, please submit
the application letter along with duly filled signed Personal
History Form by e-mail clearly stating the position title, vacancy notice
number and your Last Name in the subject line to NEPKA@UNHCR.ORG by the closing date.
https://www.unhcr.or.th/sites/default/files/u11/P11_UNHCR.docm
https://www.unhcr.or.th/sites/default/files/u11/P11SUP_UNHCR.docm
No late applications will be accepted. Only
shortlisted candidates will be contacted. 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 the recruitment process (application, interview, processing or any
other fees).
UNHCR strongly encourages qualified female applicants for this position. UNHCR seeks to ensure that male and female employees are given equal career opportunities. UNHCR is committed to achieving workforce diversity in terms of gender, nationality and culture. All applications will be treated with the strictest confidentiality.
