Senior Executive Support Assistant

A (least hardship)

FamilyFamily

GS5

General Service

Reason

Regular > Regular Assignment

August 29 2025

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 addition staff members are required to discharge their responsibilities in a manner consistent with the core functional cross-functional and managerial competencies and UNHCRs core values of professionalism integrity and respect for diversity.

Duties
- Provide secretarial and administrative support to the UNHCR Office thus its better able to meet its objectives.
- Arrange appointments and maintains supervisors 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.

Ideal applicants for the role of Senior Executive Assistant should demonstrate a compelling mix of experience technical aptitude and interpersonal finesse with qualifications that include:

Proven track record as an Executive Assistant Executive Coordinator or in a similar capacity supporting senior leadership preferably within a UN Agency international organization or high-paced multicultural environment.
Demonstrated ability to deliver high-level administrative organizational and logistical support particularly to the Representative and Deputy Representative. Skilled in managing shifting priorities and streamlining workflows.
Outstanding verbal and written communication abilities in both English and Spanish paired with a high degree of discretion diplomacy and professional conduct in diverse and sensitive contexts.
Proficient in coordinating complex agendas scheduling high-level meetings organizing events and overseeing travel arrangements with precision and foresight.
Trusted to handle sensitive and confidential information responsibly with unwavering ethical standards.
Fluent in MS Office Suite SharePoint and other standard office platforms; familiarity with IT tools and systems is a valued advantage.
Native proficiency in Spanish (C1) and outstanding proficiency in English (minimum B2) both spoken and written ensuring effective communication with international teams and high-level stakeholders.

This position is based in Lima Peru.

Please note that this is a local recruitment. All candidates must provide a proof of permanent residency at the time of application. Spanish is essential for this position.

Please note that this position is offered under an initial one-year Fixed-term appointment. Extension is subject to operational needs budget and performance.

Only short-listed candidates will be notified and might be requested to sit a test. No late applications will be accepted.

Recruitment as a UNHCR staff member is subject to proof of vaccination against Covid-19.

The evaluation of applicants will be conducted based on the information submitted during the application. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications. No amendment addition deletion revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

UNHCR does not charge a fee at any stage of the recruitment process (application interview meeting processing training or any other fees).
The UNHCR workforce consists of many diverse nationalities cultures languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race color sex national origin age religion disability sexual orientation and gender identity. All applications willl be treated with the strictest confidentiality.

Spanish

English

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

Certifications

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

Competencies

Accountability Analytical thinking Client & results orientation Commitment to continuous learning Communication Organizational awareness Planning & organizing Political awareness Teamwork & collaboration

Additional Information

This position doesnt require a functional clearance