Administration Associate (Assistant to the Country Director)

Overview

Ensure effective functioning of the Director and Representative's office.

You have:

• Completion of secondary school is required.
• First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.
• A minimum of six years of relevant experience in providing general administrative support to senior level managers is required.
• Experience in UN system organizations is desirable.
• Proficiency in using computers and standard software such as Google Workspace is highly desirable.
• Fluency in English, Dari and Pashto is required.
• Knowledge of other UN languages (Arabic, Chinese, French, Russian or Spanish) is an advantage.

Contract

This is a LICA-6 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 6 years of experience, depending on education. More about LICA-6 contracts.

Background Information - Afghanistan

Afghanistan

With more than 20 years of experience in the country, UNOPS Afghanistan focuses on providing maximum support to the people of Afghanistan through the delivery of projects and services that improve the lives of people in need. The UNOPS Afghanistan Country Office (AFCO) serves as an organizational mechanism to deliver a range of projects for which UNOPS has been designated as the implementation agency. At present, UNOPS AFCO activities cover a range of sectors including humanitarian, basic human needs, cash for work, infrastructure, development, procurement and HR services.

The functional objective of UNOPS AFCO is to contribute to improving the lives of girls, boys, men and women living in Afghanistan. The aim of UNOPS AFCO is to provide efficient and cost-effective implementation services on behalf of all our partners to support the humanitarian response and development of the country. UNOPS AFCO’s mission is to exceed the expectations of all stakeholders in the delivery of AFCO services, at all times, in all places, in all circumstances, in order to improve the lives of Afghans in need.

Background Information - Job-specific

Purpose and Scope of Assignment:

Under the guidance and direct supervision of the Director and Representative of Afghanistan Country Office (AFCO), the Administration Associate (Assistant to the Director and Representative of AFCO) ensures effective and efficient functioning of the Director and Representative’s office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. In addition s/he will provide administrative support to the Head of Programme (HoP) and Head of Support Services (HoSS).

Functional Responsibilities

III. Functions/Key Results Expected 1. Effective and Efficient Functioning of the Director and Representative’s Office 2. Communication and Information Management 3. General Administrative and Logistical Support to the Senior Management Team 4. Additional initiatives/assignments

1. Effective and Efficient Functioning of the Director and Representative’s Office

• Establish and manage systems and procedures for the efficient and effective management of the Director and Representative’s office, ensuring an environment of professionalism and confidentiality at all times, in compliance with safety and security requirements.
• Arrange and monitor the Director’s calendar and schedule of appointments and missions and ensure appropriate materials, agendas and information are available prior to meetings and missions;

• Preparation of spreadsheets, database files, presentation slides and tables ensuring appropriate style and accuracy of information

• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Director and Representative, Head of Programme and Head of Support Services.

  1. Communication and information management

• Drafting of routine correspondence, interoffice circulars, general briefing notes, documents, reports, and translations when required

• Coordination of the information flow and dissemination of corporate and interoffice communication to AFCO staff on behalf of the Director, Head of Programme and Head of Support Services as required
• Screening and prioritizing of all incoming and outgoing correspondence for Director and Representative’s attention and/or signature and further action by other staff;
• Adherence to appropriate protocol and correspondence guidelines when communicating with Government and other external partners
• Establishment and maintenance of all hard copy and electronic files, reference materials and confidential records as required, and evaluation of information for retention or disposal

• Maintain lists of contacts of internal and external stakeholders

  3. General Administrative and Logistical Support to the Senior Management Team

• Provide administrative support to the Director, Head of Programme and Head of Support Services (support for calendar setting, booking rooms).
• Manage arrangements for field travel/missions for the SMT and for key visits of donors, HQ and regional office (RO) visits and critical short-term personnel (coordinate scheduling, meeting/venue preparation, security coordination, vehicle and accommodation arrangements, expense claims).
• Organization of special corporate events, such as luncheons, receptions for high-level invitees from Missions, Governments, UN agencies, Governmental/Non-Governmental Organizations and other partners.
• Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points.
• Provide administrative support for country office initiatives and events
• Participate in and /or coordinate internal committees or task forces

• Perform any other administrative support functions to facilitate the operation of the Director and Representative’s office and of the Head of Programme and Head of Support Service offices.

  4.Additional initiatives/assignments

• Under the guidance of the Country Director and Representative, Head of Programme or Head of Support Services, provide support to the additional initiatives and assignments as needed. This would usually relate to new or short term efforts and actions that require some start up or set up, short term organisational effort or initiative.
• Sound contributions to knowledge networks and communities of practice.

Education/Experience/Language requirements

Education

.

• Completion of secondary school is required.

  • First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.

  Experience

  Language Requirements - A minimum of six years of relevant experience in providing general administrative support to senior level managers, events and conferences management and/or travel support in a reputable organization is required in national or international public or corporate organizations.

  • Experience in UN system organizations is desirable.
  • Demonstrable experience of initiative-taking and holding confidentiality is an asset.
  • Proficiency in using computers and standard software such as Google Workspace (formerly known as G Suite) is highly desirable.

• Fluency in English, Dari and Pashto is required.

  • Knowledge of other UN languages (Arabic, Chinese, French, Russian or Spanish) is an advantage.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: Local ICA

Contract level: ILICA 6 Contract duration: Ongoing ICA - Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.

• UNOPS evaluates all applications based on the skills, qualifications and experience requirements outlined in the vacancy announcement. We are committed to considering all candidates in a fair and transparent manner, and we value diverse perspectives and experiences, including those of women, indigenous and racialized communities, individuals with diverse gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few mandatory courses ( they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.

Potential interview questions