Senior Executive Support Assistant, Kakuma, Kenya At Office of the United Nations High Commissioner for Refugees (UNHCR)


Closing date: Sunday, 26 March 2023

Hardship Level: E (most hardship)

Family Type: Non Family with Residential Location

Family Type: Non Family with Residential Location

Residential location (if applicable): Nairobi (CO), Kenya

Grade: GS5

Staff Member / Affiliate Type: General Service

Reason: Regular > Regular Assignment

Remote work accepted: No

Target Start Date: 2023-01-26

Job Posting End Date: March 26, 2023

Standard Job Description: Senior Executive Support Assistant

Organizational Setting and Work Relationships

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.

Duties

  •  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.
  •  Perform other related duties as required.

Minimum Qualifications

Education & Professional Work Experience

Years of Experience / Degree Level

For G5- 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

Field(s) of Education

Not applicable

(Field(s) of Education marked with an asterisk* are essential)

Certificates and/or Licenses

Business Administration, Secretarial, Office Management,

Human Resources, or other 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

UN-UN/UNHCR Administrative Rules, Regulations and Procedures

CO-Drafting and Documentation

(Functional Skills marked with an asterisk* are essential)

Language Requirements

For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.

For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.

For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

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.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Desired Candidate ProfileRequired languages (expected Overall ability is at least B2 level):: ,

Desired languages: ,

Operational contextOccupational Safety and Health Considerations:Nature of Position:: The position of Senior Executive Support Assistant is located within the Head of Office. The role of this position is to provide administrative and secretarial support services to the Head of Sub 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.

The incumbent of the position will be able to perform the following duties and 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

Living and Working Conditions:: Kenya is an open country that enjoys social stability resulting from the smooth functioning of state institutions. Kenya is also provided with a good level of infrastructure (e.g. roads, distribution of water, electricity, etc.) and a popular tourist destination. The current Security Level in the capital and in SRM Area 1A: Northern Rift Valley (Kakuma, Lodwar ) is Moderate -3. All UN personnel must scrupulously comply with UNDSS procedures and recommendations during their assignment to Kakuma, Kenya. Thefts and burglary are the main incidents against UN personnel.

Kakuma town is a non-family duty station with a hardship classified D, its living conditions are difficult, but the social climate is calm. The weather is hot, dry and sunny hence no heavy clothes would be recommended. Windy storms are common during the months of December and more pronounced in January till March.

Most of the Staff live UNHCR-provided accommodation, the accommodation facilities are generally acceptable condition which meets the minimal standard. The incumbent will be briefed deeply on conditions of accommodations, laundry, meals, communications, air and road transports, recreations and others relevant information. However, staff members are charged rental fee on predetermined rate by the organisation which is paid upfront on monthly basis.

The currency used in Kenya is Kenyan Shilling (KES). It is also possible to withdraw cash from automatic telling machines found in all banks here in Kakuma. There are limited banking facilities at Kakuma with two banks (Equity & Kenya Commercial Bank having branches locally.

Internet and communications networks are available at the compound with fair speed. the mobile telephone network remains stable with 3G.

UNHCR has established satellite level 1 JMS medical clinic in the compound following COVID-19 situation readily available 24/7 hours , there is also Kakuma Mission Hospital where a doctor/Surgeon is deployed and paid for by UNHCR provide assistance to refugees but special arrangements can be made during emergencies for s/ms. There are also some pharmacies within Kakuma with basic medical facilities. Evacuation opportunities are limited. Candidates with conditions requiring regular treatment or medical supervision should be appropriately advised. The yellow fever vaccine is compulsory and vaccination cards should be updated. Vaccinations against Meningococcal Meningitis, COVID 19 and Hepatitis A and B are also recommended. The basic drugs are available in pharmacies, but it is recommended to bring specific prescription drugs.

Additional Qualifications: Skills

Education

Certifications

Business Administration – Other, Human Resources – Other, Office Management – Other, Secretarial – OtherWork Experience

Administration, Number of Persons of Concern Served, Number of Workforce in Operation/Work Setting, Workforce to Supervise, Working with Persons of Concern: Asylum Seekers, Working with Persons of Concern: Others of Concern, Working with Persons of Concern: Refugees, Working with Persons of Concern: StatelessCompetencies: Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Political awareness, Teamwork & collaboration

UNHCR Salary Calculator: https://icsc.un.org/Home/SalaryScales

CompendiumAdditional InformationFunctional clearance: This position doesn’t require a functional clearance

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