Operational Context:
The position of Executive Support Associate is located within the Office of the Representation. The role of this position is to provide administrative and secretarial support services to the Representative, 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, including the liaison with the corresponding authorities in the Ministry of Foreign Affairs regarding the submission and follow-up of the issuance and extension of official visas and accreditations for the reassigned staff and the official UNHCR missions to Venezuela. Experience therefore in these areas is essential as well as dealing with confidential information and have excellent communication, interpersonal and diplomatic skills. 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.
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.
Please also note that recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of vaccination against COVID-19.
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 Not specified. 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: For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
Competency requirements: 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: Interested staff members should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS, UNHCR/AI/2020/1/Rev.2). If you have questions regarding your eligibility, you may also contact the HR Unit. In line with the RALS, the below category of candidates are eligible to apply for internally/externally advertised vacancies.
Group 1 candidates: Group 1 comprises current GS staff members holding an indefinite or fixed-term appointment who, at the date of the deadline for application, are serving in the country of the vacancy at the grade of the position or one grade below or above. However, current GS staff members holding an indefinite or fixed-term appointment in the country of the vacancy who apply for a position two grades above the personal grade will be considered as Group 2 applicants.
Group 2 candidates: Group 2 comprises candidates from the below categories after completion of one cumulative or continuous year of service in the country of the vacancy. I. Current locally recruited UNHCR staff members holding a temporary appointment up to a maximum of two grades above their current positions; II. Former locally recruited UNHCR staff members who held an indefinite or fixed-term appointment (within 2 years of separation for males and 5 years for females) up to a maximum of two grades above the last position at UNHCR; III. National United Nations Volunteers currently working for UNHCR; IV. National UNOPS and individual contractors currently working for UNHCR; V. Current GS staff members holding an indefinite or fixed-term appointment applying to a position in the same category two grades above the staff member’s personal grade; VI. Current UNHCR staff members in the International Professional category holding an indefinite or fixed-term appointment applying to a GS post; VII. Current UNHCR staff members in the NPO category holding an indefinite or fixed-term appointment applying to a GS post; VIII. Current locally recruited female staff members from other UN system Organizations holding the equivalent of an indefinite or fixed-term appointment up to a maximum of two grades above their current positions.
External candidates: External candidates are candidates who are not in Group 1 or Group 2. They must meet the essential minimum requirements of the position, candidates not citizens of the country must comply with all eligibility requirements for employment in line with the prevailing legislative prerequisites in the country. 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 and please refer to the relevant category / grade level at: http://icsc.un.org
How to apply
Submission of Applications:
– Please follow this link to find the P11 and complete your application as per the below instructions https://venezuela.un.org/es/jobs
– Interested Group 1 and Group 2 applicants need to apply via email by sending their UNHCR Factsheet, completed and signed UNHCR Personnel History Form (PHF) and Motivation letter to VENCAHR@UNHCR.ORG Please update your personal profiles (factsheet) with all required information before your application.
– Interested external applicants also need to apply via email by sending their completed and signed UNHCR Personnel History Form (PHF) and Motivation letter to VENCAHR@UNHCR.ORG
– All applications must be sent by email to the following email address VENCAHR@UNHCR.ORG and in the email subject line please quote the Vacancy Announcement number / Title of the Position / Your Last Name.
– Not signed, incomplete and late applications will not be accepted. Please use the UNHCR Personnel History Form only (CVs in other format will not be accepted). Only shortlisted candidates will be contacted. Shortlisted candidates will 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).
– The evaluation of applicants will be conducted based on the information submitted during the application. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
– UNHCR is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, sexual orientation, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization. UNHCR seeks to ensure that male and female employees are given equal career opportunities. All applications will be treated with the strictest confidentiality.
– UNHCR has a zero-tolerance policy against Sexual Exploitation and Abuse (SEA). SEA is unacceptable behavior and prohibited conduct for UNHCR personnel. It constitutes acts of serious misconduct and is therefore grounds for disciplinary measures, including dismissal. Any concerns or suspicions about a possible case of SEA should be reported immediately to the Inspector General’s Office (IGO) at inspector@unhcr.org or through the online complain form at https://www.unhcr.org/php/complaints.php or by confidential fax: +41 22 739 73 80.
-UNHCR only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/.
– For any technical problems encountered during the online application, please send an email to the below email address titled “Online VA Query-your name and surname”. Human Resources Caracas VENCAHR@UNHCR.ORG