UNDP is committed  to support the Government of the Islamic Republic of Afghanistan to ensure that the quality of life for Afghans is substantially improved, as measured by tangible improvements in global indicators of social and economic wellbeing (such as the SDGs, Human Development Index scores). UNDP’s role is to help fortify development outcomes among local communities, government partners, and the private sector, using the SDGs as both a destination and a guide. Through the SDGs, a transformative shift from a war economy to a peace economy is possible, helping the Afghan government to meet its global commitments, its internal targets (such as those set by the Afghanistan National Peace and Development Framework-ANPDF), and, most importantly, the expectations and ambitions of the Afghan people. While this bold vision demands investments from UNDP, among all development actors, UNDP Afghanistan Country Office as a valued partner to the Government of Afghanistan by providing insights on understanding and overcoming multi-dimensional poverty. UNDP’s perspective is that meaningful poverty alleviation requires a different development approach – one that monitors and attempts to affect the systemic interplay of socio-economic factors, regional differences, and shifts in the political economy. To deliver this value proposition, the CO needs to ‘raise the bar’ on its development policy expertise and engage national and local policy makers on disrupting the complex systems contributing to intractable poverty.

This Job Description is part of a new office structure, which is designed to support a more integrated and collaborative way in supporting Afghanistan achieve sustainable development and sustainable peace. The Country Office has aligned the new office structure with the thematic vision of the emerging Country Programme and designed new ways of working that will facilitate more collaboration across the office, create the foundations for more sub-national level work and higher delivery and emphasize learning and support to national staff capacity development. 

The design of UNDP’s programmes is based on the UN’s three core principles of human rights, gender equality and environmental sustainability and is guided by the UNDP Strategic Plan (2018-2021) to enable Peace, Prosperity and Sustainability in Afghanistan. Each of these themes is translated into a programme portfolio in the organizational structure. 

Under the guidance and direct supervision of the DRR-P, the Executive Assistant ensures effective and efficient functioning of her/his office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Executive Assistant works in close collaboration with UNDP staff, UN Agencies, and national authorities to ensure efficient flow of information, actions on instructions, agendas. She will on occasion be delegated temporary supervisory functions of short-term hires. S/he also plays a crucial role in the coordination of internal communications in the Programme Team as well as with other members of senior management.

Incumbent is expected to display initiative, a positive approach and a strong client orientation. As such, s/he might be required to undertake other emerging tasks and additional duties as required by direct supervisor or senior management.

 

Summary of Key Functions:

  • Ensuring effective and efficient functioning of the DRR (P) office
  • Provision of communications and administrative support 
  • Facilitation of knowledge building and knowledge sharing

1.Ensures effective and efficient functioning of the DRR (P) office focusing on achievement of the following results:

  • Manage the DRR-P office, ensure an environment of professionalism and teamwork environment at all times, and set exemplary standards of conduct for the CO team;
  • Manage DRR-P’s schedules efficiently and discretely with due regard to a balanced load, ensure punctuality, and help maintain a professional CO image and conduct for the CO team of support staff;
  • Organize regular and ad-hoc meetings taking minutes and summarizing actions for follow up by the DRR (P);
  • Screen all incoming communications, establish priorities and advise DRR (P); filter outgoing correspondence for DRR (P) signature, clearance and further action by other staff, wherever possible; 
  • Adherence to appropriate protocol and correspondence guidelines by CO team when communicating with Government and other external partners;
  • Use of automated office management system

2. Ensures effective communications and administrative support to the office, focusing on achieving the following results:

  • Initiatives to handle routine matters in close consultation with the DRR (P)
  • Maintenance of the filing system (digital or hardcopy) ensuring safekeeping of confidential materials. Use of automated filing system.
  • Information sharing between UNCT and the UN Coordination Unit.
  • Up-to-date information and data on UN country team, UN thematic groups’ activities and initiatives;
  • Drafting of routine correspondence, informal translations, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested;
  • Conduct of information search and research as required.
  • Arrangements and contacts for RR travel, including preparation of agenda and schedules, confirmation of appointments, briefing materials, etc.
  • Administration of travel, meetings, appointments and briefings of Country Director. Including drafting of background notes.
  • Maintenance of Teams’ status reports, best practices, lessons learned, publishing on section intranet and compiling of information for resource mobilization and communications officers.
  • Support to organization of advocacy events if required

3. Ensures facilitation of knowledge building and management focusing on achievement of the following results:

  • Sound contributions to knowledge networks and communities of practice.
  • Organization of trainings to UNDP staff on coordination, administration and protocol issues.

Core

 

Innovation

Ability to make new and useful ideas work

Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations

Leadership

Ability to persuade others to follow

Level 2: Proactively identifies new opportunities and challenges

People Management

Ability to improve performance and satisfaction

Level 2: Takes ownership of responsibilities

Communication

Ability to listen, adapt, persuade and transform

Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity

Delivery

Ability to get things done while exercising good judgement

Level 2: Meets goals and timelines for delivery of products or services;    

Technical/Functional

Detailed list of competencies can be accessed through https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx

 and hiring managers are encouraged to familiarize themselves for more information

Collaboration and Partnerships

Ability to develop, maintain, and strengthen partnerships with others inside (Programmes/projects) or outside the organization who can provide information, assistance, and support.  Sets overall direction for the formation and management of strategic relationships contributing to the overall positioning of UNDP.

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Job Knowledge

Ability to demonstrate and apply professional and/or technical expertise/knowledge of the post or discipline. Focusing on the knowledge and skill areas necessary to effectively perform the functions of the post. Identifying and seeking to expand knowledge and improve work processes.

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Knowledge Management

Ability to capture, develop, share and effectively use information and knowledge

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Operational Efficiency

Ability to identify and execute opportunities to improve operational efficiency

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Client Orientation

Ability to understand and meet or exceed client needs. Anticipating and addressing client needs and concerns.  Developing innovative approaches to meeting client needs. Ensuring overall provision of quality services to clients.

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Event, Meeting, and Workshop Management

Ability to plan and organize events

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Scheduling and Coordination

Ability to manage meeting requests and appointments with ease and positivity

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

 

  • Secondary Education with specialized secretarial training.  
  • University Degree or equivalent would be desirable, but it is not a requirement.
  • 5 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level. 
  • Alternatively, if in possession of a Bachelor’s Degree, only 2 years of relevant experience would be required.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.). 
  • Experience in handling of web-based management systems.
  • Fluency in English. 
  • Dari/Pashtu language will be an advantage.

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

Contract Duration: 1 year with possibility of renewal.

This vacancy is archived.

Recommended for you