UNDP Jobs - 21982- Executive Assistant - UNDP Afghanistan Country Off

Executive Assistant - UNDP Afghanistan Country Office (Re-advertised) - VA No. 2011/02/101

Location :

Kabul, AFGHANISTAN

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

21-Aug-11 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

One year (With possibility of extension)

Languages Required :

English

Expected Duration of Assignment :

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

UNDP Mission Statement:

UNDP is the UN’s global development network, an organization advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 166 countries, working with national counterparts on their own solutions to global and national development challenges.

UNDP Afghanistan Mission Statement:

UNDP Afghanistan is supporting the Government to find innovative solutions to its development challenges based on the on-going Country Programme Document approved by the Executive Board for the period 2006 – 2009. A new Country Programme Document was approved by the Executive Board during September 2009 for the period 2010-2013. Key priority areas for UNDP assistance are in strengthening democratic governance, crisis prevention and recovery, and reducing poverty. UNDP is strengthening the institutional capacities of key national government and sub-national authorities which aim to enhance human security, human development, peace and stability in Afghanistan.

Organizational Context:

Under the guidance and direct supervision of the Senior Deputy Country Director and Deputy Country Director (Programme), the Executive Assistant ensures effective and efficient functioning of their 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 Front Office, Programme, Business Development and Operations teams, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Duties and Responsibilities

Summary of key functions:

Effective and efficient functioning of the SDCD and DPD’s (programme) office;
Effective communications and administrative support to the office;
Facilitation of knowledge building and management.

Ensures effective and efficient functioning of the Senior Deputy Country Director and Deputy Country Director’s (Programme) office focusing on achievement of the following results:

Management of the office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the CO team;
Efficient and discreet management of the SDCD and DCD’s schedules;
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;
Screening of all incoming communications, filter outgoing correspondence for supervisor’s 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.

Ensures provision of effective communications and administrative support to the office focusing on achievement of the following results

Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system;
Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required;
Facilitation of information sharing with Management Support and Business Development, Programme and Operations Teams;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Country Director;
Draft routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required;
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.

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 for UNDP staff on coordination, administration and protocol issues.

Competencies

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Knowledge Management and Learning

Shares knowledge and experience;
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness

Ability to perform a broad range of activities aimed at effective and efficient functioning of Country Director’s office, including data/ schedule management, maintenance of protocol, information flow;
Confidentiality;
Ability to provide input to business processes re-engineering, elaboration and implementation of new data management systems.

Leadership and Self-Management

Focuses on result for the client and responds positively to feedback;
Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure;
Demonstrates openness to change and ability to manage complexities.

Required Skills and Experience

Education:

High School graduate with specialized secretarial training or office management. University degree would be desirable, but it is not a requirement.

Experience:

5 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.), experience in handling of web based management systems.

Language Requirements:

Fluency in English language and national languages of duty station.

Interested and qualified national Afghan candidates should apply on-line through the UNDP Jobs site at http://www.undp.org.af/Jobs/index.htm and please ensure that to fill up and upload Personal History Form-P.11 which is available at http://www.undp.org.af/Jobs/index.htm in the relevant field of the on-line application

Incomplete applications or applications received after the closing date (09 March 2011) will not be given consideration. Please note that only applications who are short-listed will be contacted.

For more detailed information about UNDP Afghanistan please visit our website at www.undp.org.af

The vacancy announcement is open only for Afghan national(s) applicants

Female candidates are highly encouraged to apply