Background Information - UNOPS

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian, and development projects around the world. Our mission is to help people build better lives and countries achieve peace and sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management, and human resources.

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). 

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.

Please click on the below link for actual vacancy announcement to see the complete details and submission guideline as this is only an attempt for attracting female applicants for gender parity in organization. Please make sure you fill your profile/application properly with all relevant details in order to be considered for the next stage of recruitment/selection.

https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=30463