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 :
Effective and Efficient Functioning of the Director and Representative’s Office
Communication and Information Management
General Administrative and Logistical Support to the Senior Management Team
Additional initiatives/assignments
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.
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
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.
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.
