External & Internal Vacancy Announcement Principal Secretary, UN
Unhcr / Organisationsutvecklarjobb / Stockholm
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hela Sverige The UNHCR Regional Representation for Northern Europe is responsible for eight countries: Denmark, Estonia, Finland, Iceland, Latvia, Lithuania, Norway and Sweden.
UNHCR, the UN Refugee Agency, is a global organisation dedicated to saving lives, protecting rights and building a better future for refugees, forcibly displaced communities and stateless people. Every year, millions of women, children and men are forced to flee their homes to escape conflict and persecution. UNHCR teams are present in 128 countries, working hard to help the displaced, specializing in a wide range of disciplines, including legal protection, administration, community services, public affairs and health.
The role of this position, Principal Secretary, is to provide administrative and secretarial support services to the Regional Representative and the Deputy Regional Representative. This would involve direct contract with other staff members and contacts with high ranking officials, both within and outside UNHCR. The position requires the ability to prioritize tasks and to organize work independently based on directions for the Supervisor.
Accountability (key results that will be achieved):
• The Supervisor's office is efficiently managed and appropriate executive support provided to the Supervisor.
• Smooth running of the Office, its flow and management of information are ensured.
• Agenda of the Supervisor is prioritised in order to meet deadlines.
Responsibility (process and functions undertaken to achieve results)
• Arrange appointments and maintain Supervisor's calendar, receive high-ranking visitors, place and screen telephone calls and answer queries with discretion.
• Manage the flow of information to/from the Supervisor 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 Supervisor 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.
• Ensure timely administrative procedures (hospitality expenses, education grants, home leave etc.).
• Perform other related duties as required.
Qualifications and Professional 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).
• Drafting and editing skills.
• Excellent knowledge of spoken and written English and Swedish essential.
Closing date: 19 March 2018
For more information: Please contact
swest@unhcr.orgIMPORTANT: Work permit in Sweden required at the time of application and recruitment. Submit your application in ENGLISH, personal letter, CV, copies of certificates AND P11 form available at
www.unhcr-northerneurope.org. Only short-listed candidates will be contacted.
Send your application to: UNHCR, Ynglingagatan 14, 113 47 Stockholm, SWEDEN. Mark your application "PRI SEC".
APPLICATIONS BY E-MAIL ARE NOT ACCEPTED.
Varaktighet, arbetstid
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Publiceringsdatum2018-03-02Så ansöker duSista dag att ansöka är 2018-03-19
FöretagUNHCR
AdressUNHCR
Ynglingagatan 14
11347 STOCKHOLM
KontorsadressYnglingagatan 14
Jobbnummer 3997797
Observera att sista ansökningsdag har passerat.