JOB DESCRIPTION

H (no hardship)

Family

Family

PR2

Professional

Reason

Regular > Regular Assignment

2025-10-01

August 8, 2025

Executive Assistant

Organizational Setting and Work Relationships
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 discretions and to obtain assistance of others on matters of relevant to the office.

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
– 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; analyse 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.
– Prioritise tasks and organize work independently.
– Select and make pertinent abstracts and search for information.
– Have access to sensitive and confidential information.

– 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.

Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For P2/NOB – 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree

Field(s) of Education
International Relations; Law; Political Science;
or other relevant field.
(Field(s) of Education marked with an asterisk* are essential)

Certificates and/or Licenses
Not specified.
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
3 years of previous work experience relevant to the function. A proven ability to act with discretion and diplomacy is essential for this function.
Desirable
Good knowledge and experience of UNHCR operations.

Functional Skills
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.

The wide portfolio of issues covered by the Director’s Office requires flexibility as well as organizational, prioritization, and task management skills. The candidate must possess:
• Demonstrated strong collaboration, and ability to connect with all levels in the organization through teamwork and great interpersonal/diplomatic skills and political awareness.
• Results and detail-oriented, with the ability to multi-task and remain calm under pressure.
• People centric, constructive, positive, discrete, and emotionally intelligent mindset when dealing with complex and sensitive matters.
• Strong analytical abilities, both quantitative and qualitative.
• Proven sensitivity in personnel issues and ability to manage confidential data and documentation.
• Knowledge of the organization is an asset.
• HR experience desirable.

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Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit: https://wwwnc.cdc.gov/travel.

Nature of Position:

The Division of People Management (DPM) aims to put people at the heart of everything we do, from talent management, HR policy and strategy to occupational health, workforce planning and safeguards against abuse and harassment. We partner with colleagues across the organization to build a skilled, diverse, and compassionate workforce that can rise to today’s challenges and prepare for the future. We harness technology and foster strong partnerships to shape a more responsive, strategic and sustainable people function. Our goal is to support every UNHCR colleague, wherever they are, with the tools, trust, and care they need to thrive, lead, and serve with purpose.

The position is based in the DPM Director ‘s Office, reporting to the HR Coordinator and working closely with the Director, the DPM leadership team, the Director ‘s front office, as well as various counterparts across the organization on people-related matters.

In carrying out the role, the incumbent must be committed to a people-centric approach, based on empathy and care to:
– Respond to clients and manage the flow of information.
– Liaise, coordinate and follow-up with various stakeholders to compile inputs, draft reports, follow-up on different issues, and ensure the Director and the Division are supported and well-positioned.
– Draft background notes and prepare presentations on workforce matters, including ahead of global town halls, donor meetings, and interagency meetings such as the meetings of the HR Network, of the International Civil Service Commission, the High Level Committee on Management.
– Draft the annual report and Director’s statement to the Standing Committee.

Living and Working Conditions:

 

Additional Qualifications

Skills

Bachelor of Arts: International Relations, Bachelor of Arts: Law, Bachelor of Arts: Political Science

Certifications

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Organizational awareness, Planning & organizing, Political awareness, Teamwork & collaboration

https://icsc.un.org/Home/SalaryScales

Compendium

Add. 2 to the Bi-Annual 2025 Compendium – Part B

Additional Information

This position doesn”t require a functional clearance