The position of Principal Secretary is located at the Office of the Representation. The role of this position is to provide administrative and secretarial support services to the Representative, 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 and outside UNHCR. The post requires the ability to prioritise tasks and to organise work independently based on direction from the Supervisor.
Accountability
The Representative’s office is efficiently managed and appropriate executive support is provided to the Supervisor.
Smooth running of the Office and its flow and management of information are ensured.
Agenda of the Representative is prioritised in order to meet deadlines.
Responsibility
Arrange appointments and maintain the Representative’s calendar, receive high-ranking visitors, place and screen telephone calls and answer queries with discretion.
Manage the flow of information to/from the Representative and other senior staff; identify priority matters that need to be urgently addressed by the Supervisor.
Confer with senior managers in the operation 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 ensure that appropriate action is being taken by senior managers on tasks determined by the Supervisor.
Prepare briefing materials for the Representative for official trips or special meetings.
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.
Prepare informal translations.
Receive, screen, log and route correspondence, attach necessary background information and maintain follow-up system.
Select and make pertinent abstracts and undertake searches for information.
Draft non-substantive correspondence and ensure follow-up.
Type correspondence, documents and reports, etc., some of which are highly confidential.
Maintain policy, confidential and general management files.
Keep lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps.
Have access to highly sensitive and confidential information.
Prioritise tasks and organise work independently.
Job Requirement
Essential Minimum Qualifications and Experience
Completion of Secondary education or equivalent technical or commercial school with extensive Secretarial training or post-secondary certificate in Business Administration, Secretarial work, Office Management or a related field .
Minimum 6 years of previous job experience relevant to the function.
Computer skills (MS office and People soft applications).
Good drafting and editing skills.
Fluency in English and working knowledge of another relevant UN language or local language.
Desirable Qualifications & Competencies
Completion of UNHCR learning programmes or specific training relevant to functions of the position.