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Executive Support Associate

UNHCR Multi-Country Representation in Canberra

The Multi-country Office (MCO) in Canberra covers the bilateral engagement with Australia and New Zealand along with 14 Pacific States (the latter also includes engagement with regional fora).

The Executive Support Associate works directly with the Representative. It is their responsibility to ensure the effectiveness and efficiency of the office of the Representative by providing executive support on an administrative and secretarial level.

The Executive Support Associate is responsible for the coordination of meeting and mission briefs for the Representative and will be required to work closely with the Deputy Representative and Senior Protection Officer to ensure quality, timeliness, accuracy and consistency.

The position will communicate with the offices of high-ranking officials to organise meetings, a high level of integrity, strong drafting skills and excellent inter-personal and communication skills, both written and oral, are therefore crucial.

Additionally, the Executive Support Associate is the designated HR focal point of the Multi-Country Office in Australia. It is therefore their task to provide advice to management in regard to HR policies, attend regional HR meetings and keep up to date with new policies or policy changes. As HR focal point, the Executive Support Associate is responsible for the organisation, administration and oversight of the recruitment processes at the Multi-Country Office.

Due to the fast-changing environment and the wide breath of tasks of the Executive Support Associate, the ideal candidate will be flexible, adaptable, comfortable with working in a fast-paced environment and have the ability to work well with other team members especially under pressure.

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.

A position description is attached.

How to apply

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