Job Description

Deadline for Applications

April 10, 2026

Hardship Level

A (least hardship)

Family Type

Family

Residential location (if applicable)

Grade

GS5

Staff Member / Affiliate Type

General Service

Reason

Regular > Regular Assignment

Target Start Date

2026-04-06

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.

- 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 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

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 Profile

Operational Context – Nature of Position

The general situation in Southern Africa remains calm. The region is in the process of operationalizing the Global Compact on Refugees, with a focus on applying comprehensive refugee responses through a regional approach. However, increasing movements of asylum seekers from other parts of Africa and Asia continue to raise concerns among authorities, leading to challenges in access to territory and asylum procedures in several countries. This has resulted in significant backlogs in refugee status determination (RSD), compounded by mixed migratory flows. Meanwhile, the Indian Ocean States do not have established asylum systems due to their non-accession to the 1951 Refugee Convention. UNHCR is promoting accession to international and regional refugee instruments in these countries while also enhancing efforts to find comprehensive solutions that ease pressure on host nations.

The position of Senior Executive Support Assistant is located within the Office of the Representative and directly reports to the Representative of the South Africa Multi-Country Office. This position provides administrative, executive support and reporting services to the Representative. The position ensures the smooth running of the Office and its flow and management of administrative and routinely information. This involves direct contact with other staff members, Heads of Units, offices of high-ranking officials, both within and outside UNHCR.

Candidate Profile
The ideal candidate for the Senior Executive Support Assistant position is someone who brings together a refined blend of executive coordination, reporting acumen, and diplomatic engagement skills. This individual thrives in environments that require a calm, poised, and highly organized presence, particularly when supporting senior leadership and managing complex, high stakes interactions. They are deeply attentive to detail and well versed in the rhythm and expectations of an executive office, ensuring that the Representative and senior management are consistently equipped with accurate information, well structured documentation, and seamless logistical support.

The desired candidate should have:
• Demonstrated experience providing high level executive support, including managing complex calendars, preparing senior leaders for meetings, and ensuring seamless coordination of high level engagements.
• Proven ability to synthesize information from multiple sources into clear, well structured briefing notes, talking points, and accurate meeting minutes, reflecting strong written communication and analytical skills.
• Experience in handling protocol sensitive interactions (including correspondence) and liaising professionally with offices of ambassadors, offices of government officials, UN partners, and senior delegations, with demonstrated diplomatic awareness and cultural sensitivity.
• Strong organizational and follow up capability, including maintaining structured filing systems, tracking correspondence and actions, and ensuring timely preparation and delivery of documentation.
• Proven discretion, maturity, and ability to handle confidential information, combined with sound judgement and the capacity to remain composed under pressure.
• Evidence of proactive work habits and the ability to anticipate the needs of senior leadership, ensuring smooth office operations and effective preparation for meetings and missions.
• Functional skills such as strong Computer Literacy, Data Management skills, Drafting, Documentation, Data Presentation skills, and Report writing skills.

Required languages (expected Overall ability is at least B2 level):

,

,

Desired languages

,

,

Operational context

Occupational Safety and Health Considerations:

Nature of Position:

Living and Working Conditions:

Additional Qualifications

Skills

CO-Drafting and Documentation, IT-Computer Literacy, UN-UN/UNHCR Administrative Rules, Regulations and Procedures

Education

Certifications

Business Administration - Other, Human Resources - Other, Office Management - Other, Secretarial - Other

Work Experience

Competencies

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

Compendium

Additional Information

Functional clearance

This position doesn't require a functional clearance