Senior Executive Support Assistant

January 19 2026

Hardship Level (not applicable for home-based)

B

FamilyUNOPS LICA5

Operational Context

India currently hosts more than 261000 refugees and asylum seekers. These include some 91000 Sri Lankan refugees and 73400 Tibetans directly assisted by the Government of India. There are also around 48000 individuals registered under UNHCRs mandate primarily from Afghanistan Myanmar and other addition around 50000 Myanmar nationals have sought refuge in the Northeast of India and live in a refugee-like situation. UNHCR works with the Government of India on protection and solutions for refugees and asylum seekers in India.

In 2025 severe funding cuts have resulted in the scaling back of critical services for refugees in India. UNHCRs priorities currently include:
-strengthening registration documentation and legal aid to prevent or respond to arrest detention and risk of forced returnprioritizing high risk cases for refugee status determination with positive decisions opening pathways to resettlement and other solutions.
-addressing the urgent needs of the most vulnerable individuals including with emergency life-saving assistance.
-deepening collaboration with local actors and investing in refugee- and community-led initiatives and livelihood programs that foster resilience inclusion and self-reliance;
-advancing durable solutions by expanding complementary pathwayssuch as labor mobility and education opportunities to third countries advocating for increased resettlement and facilitating safe voluntary repatriation

UNHCR works through local partners in areas with the largest refugee populations and the highest operational needs providing essential protection services across India. The Office undertakes advocacy on the development of a national policy framework to respond to refugees including through the inclusion of refugees and asylum seekers in public services and programs in line with the commitment of leaving no one behind under the UN- Government of India Sustainable Development Cooperation Framework. UNHCRs office is in New Delhi and has a field presence in Chennai Tamil Nadu State.

Desired Candidate Profile

The Senior Executive Support Assistant reports to the Chief of Mission. The incumbent receives guidance from the Chief of Mission and as relevant the Deputy Chief of Mission and liaises with internal and external counterparts on routine and other matters for the purpose of drafting official correspondence preparing background documents meetings and missions managing the flow of information and following up on actions deadlines and commitments. S/he ensures the smooth running of the Executive Office identifies priority matters that need to be urgently actioned and follows up to ensure that timely action is being taken as determined by the Chief of Mission.

The Senior Executive Support Assistant serves as the primary contact point liaising with key government UNCT UNHCR and other counterparts at working level and supporting with official communication as well as meeting/mission logistics. S/he maintains regular contacts with external interlocutors drafting routine and confidential correspondence including official memos or briefs on behalf of the Chief of Mission at his/her discretion.

The Senior Executive Support Assistant works closely with the senior management team and has a coordination role within the structure. S/he is responsible for efficiently managing information flows including filing systems for both paper and digital formats.

The incumbent is required to have proven experience in multi-tasking time management and prioritization abilities as well as a proactive approach to problem solving through anticipating issues and acting independently. S/he will have excellent written and verbal communication skills and be capable of effectively liaising with senior officials stakeholders and partners while handling multiple demands. Knowledge of protocol procedures would be a plus.

The incumbent is expected to be proficient in MS Office Suite (Word Excel Power Point Outlook) and be familiar with Share point. Proven drafting skills are an essential prerequisite including in minute taking note verbales and briefing notes.

This position is open only to Indian nationals. Only short-listed candidates will be contacted and they will be required to undergo a written test and an interview. The selected candidate will work either from the UNHCR Office or other UNHCR partner locations in New Delhi India.

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 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.

Required Languages

Desired Languages

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

Other information

This position doesnt require a functional clearance

Remote

No