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.

In order to meet the requirements of the position, the candidate has to have:

– Experience and familiarity with UNHCR ”s operations in Europe and global;
– Solid understanding of key refugee protection issues;
– Excellent analytical, inter-personal and communications skills;
– Strong drafting skills and keeping continuous dialogue within and outside UNHCR
– Ability to establish an enabling working environment;
– Good knowledge of issues pertaining to UNHCR ”s global corporate policy;
– A knowledge of second UN language is an asset.

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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:

By end-2024, the number of refugees in Europe reached 12.0 million and the number of internally displaced persons was 4.9 million, with close to 9 million of them corresponding to refugees and IDPs from Ukraine displaced since February 2022. Two European countries are among the top five largest refugee hosting countries in the world, namely Türkiye (2.9 million) and Germany (2.7 million). In addition, by end-2024, countries in Europe were hosting close to 1.5 million asylum-seekers pending a decision and an estimated figure of 0.5 million stateless persons.

The Executive Assistant works under the direct supervision of the Director of Regional Bureau for Europe (RBE), the Deputy Director and the overall senior management, across all pillars of the Bureau.

S/he manages the flow of information to and from the Director and his/her office; identify priority matters that need to be urgently addressed by the Director or other Bureau staff and propose action as appropriate; analyse communications and documentation and summarize most relevant points to be brought to the Director ‘s attention; follow-up on matters of strategic importance to the Bureau.

S/he provides assistance to the Director, Bureau Senior Management, and Representations in their efforts to raise the profile of UNHCR Operations in Europe; assists the Director and Bureau Senior Management in the preparation of strategically important documents for missions and high-level meetings involving the High Commissioner, Deputy High Commissioner and Assistant High Commissioners; assist country offices in preparations of high-level missions; assist relevant Bureau staff or other divisions’ colleagues on issues of special interest to the Director and on the organization of special events (Donor Briefings, Side Events, etc…); drafts and reviews talking points and briefing notes for the Director’s missions and meetings, finds relevant information, and establishes contacts (within and outside UNHCR) on the subject matters to be discussed.

The candidate is expected to monitor the implementation of decisions made by the RBE management and provide relevant technical support to the Director and operations.

Living and Working Conditions:

Geneva is a HQ duty station offering high standard living conditions with a relatively high cost of living.

With the exception of nationals of the European Union (EU), the European Free Trade Association (EFTA), Brunei Darussalam, Japan, Malaysia, New Zealand, the Principality of Andorra, San Martin, Singapore and Vatican, nationals from other countries are subject to the visa requirement for taking up employment. In the absence of a Swiss long stay entry visa, the Swiss mission cannot issue them a Carte de legitimation (equivalent to a work and residency permit). The same rule applies to family members who, depending on their nationalities, must enter Switzerland with a visa for family reunion purposes.

Identifying accommodation will be a priority before arriving at the duty station. Staff members assigned to Geneva have also been granted the opportunity to reside in neighbouring France on the understanding that the preconditions to acquiring a French residency permit are respected.
Medical care is up to international standards. Under the Swiss Federal Health Insurance Act health insurance coverage is compulsory for all persons domiciled in Switzerland within three months of taking up residence or being born in the country. International staff members and their family members holding a Carte de legitimation or an attestation delivered by the Swiss Federal Department of Foreign Affairs are exempt from this compulsory insurance provided that they are covered by another health insurance scheme (i.e. UNSMIS).

With regard to educational facilities in the Geneva area, international schools (La Grande Boissière, Châtaigneraie and Pregny) have difficulties to find places for new admissions. It is therefore advisable to make requests for admission for children as early as possible. For more information on this subject, staff can contact the Association Genevoise des écoles privées in Geneva (www.agep.ch), tel: (+41 22 735 7671).

Staff members at the grade of P-5 and above, who reside in Switzerland, enjoy diplomatic status in Switzerland and may purchase goods tax-free in Switzerland. They are also entitled to the Swiss petrol card and CD plates.

Switzerland is in general a safe place with little violent crime.

Additional Qualifications

Skills

CO-Drafting and Documentation

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