Hardship LevelA (least hardship)
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeGS5
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Target Start Date2025-12-01
Deadline for ApplicationsAugust 29, 2025
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 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.
Required languages (expected Overall ability is at least B2 level): Spanish
,English
,
Desired languages
,
,
Operational context
Occupational Safety and Health Considerations:
Nature of Position:
Living and Working Conditions:
Additional Qualifications
SkillsCO-Drafting and Documentation, IT-Computer Literacy, UN-UN/UNHCR Administrative Rules, Regulations and Procedures
Education
CertificationsBusiness Administration - Other, Human Resources - Other, Office Management - Other, Secretarial - Other
Work Experience
CompetenciesAccountability, 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 clearanceThis position doesn't require a functional clearance