Jobs and Careers

JOB DESCRIPTION: 

The position of Senior Executive Support Assistant is located within a Division/Bureau 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.
Subject to the nature of the task/assignment, the incumbent will work independently on routine tasks, while will follow instructions of the supervisor for more complex issues.

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.

RESPONSIBILITIES: 

- Provide secretarial and administrative support to the UNHCR Office thus it's better able to meet its objectives;
- Arrange appointments and maintains supervisor's calendar. Receive visitors; places and screens telephone calls and answers 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;
- Maybe 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.

REQUIRED QUALIFICATIONS: 

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Desired Candidate Profile
The desired candidate should possess excellent communication and drafting skills in both English and Armenian to write routine correspondence, minutes, notes, reports, with some guidance draft more complex messages by collecting inputs from other Units and approach a broad range of external stakeholders for meeting requests and other purposes. The candidate should demonstrate kindness, tact and diplomacy when interacting both internally with UNHCR staff and externally with governmental counterparts, Embassies, and other partners. S/he should always respect confidentiality. The Snr Executive Support Assistant is also expected to manage the calendar of the Representative, support priority setting, arrange and prepare meetings, missions, travels, appointments, and file documents, keeping in/out chrono files, and support internal information flow and workflow. The ideal candidate should also possess strong external relations and presentation skills and be proficient on social media to support the Representative to actively engage and produce content on work related matters with the support and in collaboration with the External Relations Unit.

APPLICATION PROCEDURES: 

Interested candidates may view the vacancy announcement and apply online through UNHCR Careers at https://unhcr.wd3.myworkdayjobs.com/External/job/Yerevan-Armenia/Senior-Executive-Support-Assistant_JR2552504-1

Please clearly mention in your application letter that you learned of this announcement through Career Center and mention the URL of its website - www.careercenter.am. Thanks.

REMUNERATION/ SALARY: 

As per the UN Salary scale for Armenia for General Services Category available at: https://icsc.un.org/Home/DataMobility

OPEN TO/ ELIGIBILITY CRITERIA: 

The candidate should be legally present in the country of vacancy at the time of application and hire
2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher
Excellent communication and drafting skills in both English and Armenian