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Associate to the Director (Regional Bureau for Americas)

UNHCR

Geneva, Switzerland

This position is located in the front office of the Regional Bureau for Americas which is under the direct supervision of the Bureau Director who he/she assists by providing information, documents and other administrative support and responding to queries on behalf of the supervisor in order to ensure the smooth running of the Office and its flow and management of information. This would involve direct contact with other staff members and contacts with high ranking officials both within UNHCR and outside with external parties, including UN offices, international organisations, embassies and permanent missions. The post requires the ability to prioritise tasks and to organise work independently based on direction from the supervisor.

FUNCTIONAL STATEMENT

Accountability
- The Bureau Director will be kept abreast of all and any development relating to matters of interest to the Regional Bureau for Americas and will be provided in a timely manner with all documents and information necessary for the preparation of meetings.
- Agenda of the Director is prioritised in order to meet deadlines.
- Smooth running of the Regional Bureau and its flow and management of information are ensured.

Responsibility
- Arrange appointments and maintain the Director's calendar, receive high-ranking visitors, place and screen telephone calls and answer queries with discretion.
- Arrange official receptions given by the Director.
- Manage the flow of information to the Director, identify priority matters that need to be urgently addressed by the Director and contribute to ensuring that appropriate action is taken by responsible officers on matters brought to the attention of the Director.
- Confer with senior managers in field operations and Heads of Sections to secure timely and authoritative information relevant to matters requiring action, facilitating decisions by or authorised approvals from the Supervisor. Ensure follow-up to warrant that appropriate action is being taken by senior managers on tasks determined by the Director.
- Ensure that the Director is prepared for meetings and missions by researching relevant information on the subject matters to be discussed and by establishing contacts.
- At the request of the Director, review documentation and prepare summary notes identifying key elements, and possible follow up actions for considerations (both in English and Spanish).
- Ensure that high-level visitors are appropriately informed, that they receive background information as necessary, and that the necessary protocols are respected.
- Route correspondence, attach necessary background information and maintain follow-up system.
- Draft non-substantive correspondence, ensure follow-up and on regular basis translate from English to Spanish and vice-versa.
- Ensure timely administrative procedures (hospitality, expenses, education grants, home leave, etc.).
- Provide the Bureau with the administrative support related to the organisation of trainings/workshops for the Americas Bureau.
- Perform other related duties as required.

Authority
- Have access to highly sensitive and confidential information.
- Prioritise tasks and organise work independently.
- Liaise with internal and external contacts on behalf of the Director.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED
- Completion of secondary education or equivalent technical or commercial school with certificate/training in a related field.
- Minimum 6 years of progressively responsible experience in related fields within the UN/UNHCR.
- A proven ability to act with discretion and diplomacy.
- Computer skills (MS office and People soft applications).
- Ability to speak and write clearly and effectively in English and Spanish.

DESIRABLE QUALIFICATIONS & COMPETENCIES
- Knowledge of UN administrative rules and processes.
- Completion of UNHCR learning programmes, such as Effective Writing or specific training relevant to functions of the position.
- Experience in translation.
- University level courses in Political Science, International Relations, Business Administration or other related fields.
- Working knowledge of French.
Position Competencies
C002L2 - Teamwork & Collaboration Level 2
C001L2 - Accountability Level 2
C006L2 - Organizational Awareness Level 2
C005L2 - Client & Result Orientation Level 2
C004L2 - Commitment to Continuous Learning Level 2
C003L2 - Communication Level 2
X007L2 - Political Awareness Level 2
X008L2 - Stakeholder Management Level 2
X006L2 - Policy Development & Research Level 2
X005L2 - Planning and Organizing Level 2
X004L2 - Negotiation and Conflict Resolution Level 2
X003L2 - Technological Awareness Level 2
X009L2 - Change Capability and Adaptability Level 2
X001L2 - Analytical Thinking Level 2
X002L2 - Innovation and Creativity Level 2


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