Office of the United Nations High Commissioner for Refugees (UNHCR)

Executive Support Associate (TA, Quito, Ecuador, Quito, Ecuador (BB-908EC)

Encontrado en: Neuvoo EC

Descripción:

Job Title: Job ID: Executive Support Associate (TA - Covering Maternity Leave)

24610

Location: Quito, Ecuador

Salary Grade: Hardship Level: A

Family Location Type: Family

Eligible Applicants

This position is advertised open to internal and external applicants.

The position is to cover a maternity leave.

Estimated start-date: 01 April 2021

Duration of the contract: 15 December 2021

No extensions possible.

Duties and Qualifications

Executive Support Associate

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 UNHCRÂ's core values of professionalism, integrity and respect for diversity.

Duties

  • Arrange appointments and maintain SupervisorÂ'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

    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:

    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)

    Position Competencies

    Core Competencies:

  • Accountability
  • Communication
  • Organizational Awareness
  • Teamwork & Collaboration
  • Commitment to Continuous Learning
  • Client & Result Orientation Cross-Functional Competencies:
  • Analytical Thinking
  • Planning and Organizing
  • Political Awareness
  • Language Requirements

    Good drafting skills in English and Spanish.

    Additional Information

    A) Shortlisted candidates will sit a technical test.

    B) Foreign candidates, to be considered eligible for this position, must have a temporary or permanent residence in Ecuador that allows them to carry out work activities in the country

    C) If you wish to be considered for this vacancy, please submit your application according the following instructions: External candidates:

  • Candidates who do NOT have access to the system MSRP must submit their application through UNHCR's official site for applications: www.unhcr.org - Careers Â' Vacancies Â' Ecuador Â' Executive Support Associate TA.
  • (In case you face technical problems, please enter with a different browser). Candidates with access to the system MSRP (internal candidates):
  • Your application can be submitted through: MSRP Â' Self-Service Â' Recruiting Â' Careers Â' Ecuador Â' Executive Support Associate TA. 1. For any technical issues encountered during the online application, please contact the Global Service Desk () prior to the deadline to allow enough time to resolve issues. 2. For any questions about the selection process, please contact Human Resources (). CVs WILL NOT BE ACCEPTED BY EMAIL. ONLY THOSE APPLICATIONS SENT BY THE SYSTEM WILL BE CONSIDERED See below for this postion's Operational Context
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