Posts
Title: Executive Assistant
Vacancy Notice No: IVN/EVN/KEN/NBI/13/013
Grade: NOB
Post Number: 10019934
Date of Issue: 02/10/2013
Location: Branch Office Nairobi
Closing Date: 18/10/2013
Organizational Context (role of the position within the team,
describing its leadership role, it’s external/internal work relationships or
contacts, the contextual environment in which it operates and the scope of
supervision received, and where applicable, exercise by the incumbent)
Guidance will be given by the supervisor (often Regional
Representative, Director of Bureau/Division). The Executive Assistant liaises
with colleagues within the same office, at HQ, and in the field, on matters of
non-routine significance in order to prepare documents for the supervisor and
manage the flow of information.
Regular contacts with external parties, including UN office, donors and
International organizations, are made to provide the supervisor’s contacts with
background information on relevant topics prior to meetings, to respond queries
on behalf of the supervisor at his/her discretion and to obtain assistance of
others on matters of relevant to the office.
Accountability (key results that
will be achieved)
- The supervisor is provided support by managing the flow of information and communications, prioritizing and highlighting issues that need addressing.
- Background documents for meetings are prepared in time.
- Responsibility (process and functions undertaken to achieve results)
- Assist in managing the flow of information to the supervisor, in identifying priority matters that need to be urgently addressed by the supervisor and in proposing actions; analyze supporting documentation and summarize most relevant points for the supervisor; contribute to ensuring that appropriate action is taken by responsible Section Heads on matters brought to the attention of the supervisor.
- Assist in following-up on policies and instructions presented by the supervisor. Keep the supervisor aware of developments in UNHCR’s major world-wide operations and of policy issues related directly to UNHCR or to humanitarian issues under the broader UN system.
- Assist the supervisor in the preparation of statements that represent UNHCR’s overall policies and which highlight specific areas of concern. Propose and draft substantive correspondence for the supervisor.
- Confer with Section Heads to secure timely and authoritative information relevant to matters requiring action, decisions or the signature of the supervisor.
- Ensure that the supervisor is prepared for meetings and missions by drafting talking points, by researching relevant information; and by establishing contacts (within and outside UNHCR) on the subject matters to be discussed.
- Accompany the supervisor to meetings and on missions in order to prepare notes on the discussions, ensure follow-up in matters raised, and support the supervisor with any relevant input.
- Support the supervisor in efforts to raise the profile of UNHCR and the agency’s concerns within the context of the broader United Nations system.
- Contribute to coordinating drafts of position papers and other documents relevant to the activities of the Office.
- Ensure that high-level visitors are appropriately addressed, that they receive background information as necessary, and that protocol is respected.
- Perform other related duties as required.
- Authority (decisions made in executing responsibilities and to achieve results)
- Prioritize tasks and organize work independently.
- Select and make pertinent abstracts and search for information.
- Have access to sensitive and confidential information.
Essential Minimum Qualifications
and Experience
- University Degree in Political Science, International Relations, Law or other related fields.
- Minimum 4 years of professional job experience relevant to the functions or in related fields.
- Proven drafting and editing skills.
- Excellent communication skills.
- A proven ability to act with discretion and diplomacy is essential for this function.
- Excellent knowledge of English and working knowledge of another UN language.
- (In offices where the working language is not English, excellent knowledge of UN working language of duty station and working knowledge of English.)
Desirable Qualifications &
Competencies
- Good knowledge and experience of UNHCR operations
- Submission of Applications
- This vacancy is open for qualified Kenyan Nationals ONLY.
IMPORTANT
Staff members who wish to be considered for this position should send a
motivation letter to: The Secretary, Regional Assignments Committee (RAC),
Human Resources Section, Nairobi and attach Personal History Form (P.11).
Please quote Reference: IVN/EVN/KEN/NBI/13/013. Late applications will not be
considered.
Internal Applicants Should PLEASE REFER TO PPAL REGULATION No.16-22 on
eligibility to apply (IOM/49-FOM/50/2012 dated 15 June refers).
EXTERNAL CANDIDATES
Candidates should also complete a Personal History form (P.11)
available on the following link - http://www.unon.org/docs/P11.doc and attach
it to their application for the position. Applications should be sent by either
through the post address, P.O. Box 43801, 00100 or hand delivered to UNHCR
Branch Office for Kenya, Lynwood House, Waiyaki Way (opposite Lions Place).
Please quote Reference: IVN/EVN/KEN/NBI/13/013. Candidates should also submit
copies of academic Certificates from the relevant institutions.
Applicants should clearly indicate the Title of the Position and
vacancy notice number. Please remember to submit photocopy/scanned copies of
all supporting documents. Documents submitted shall not be returned to the
applicants. Due to the volume of applications only short listed candidates will
be invited for interview. A test may also be administered.
