Principal Secretary, UNHCR Stockholm, G6 level

Verksamhetsbeskrivning

UNHCR is recruiting for a General Service position based in Stockholm, Sweden. 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 dedicate to saving lives, protecting rights and building a better future for refugees, forcibly displaced communities and stateless people. Every year, millions of men, women and children are forced to flee their homes to escape conflict and persecution. UNHCR teams are in the field in over 125 countries, using their expertise to protect and care for nearly 55 million people.

The role of this position is to provide administrative and secretarial support services to the Regional 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.

Areas of responsibility are:

.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.
.Draft correspondence, documents and reports, etc., some of which are highly confidential.
.Maintain policy, confidential and general management files.
.Keep lists of names, addresses/telephone numbers of ministers, government officials and members of the diplomatic corps.
.Ensure timely administrative procedures
.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, (the number of years of university education may be considered equal to the same number or years of work experience).
.Computer skills (MS office and People soft applications).
.Excellent drafting and editing skills.
.Fluency in English and one or more of the Scandinavian languages.

For more information: Please contact swest@unhcr.org