Background

UNDP Global 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.

Note: UNDP Afghanistan 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 Afghanistan at the same grade level and with similar job description, experience and education requirements.

Duties and Responsibilities

Summary of Key Functions:

• Effective and efficient functioning of the Country Director’s office;  
• Effective communication and administrative support to the office;  
• Facilitation of regular dialogue with senior managers in donor community, UN agencies and government officials; 
• Facilitation of knowledge building and management through analysis of evolving UN agency, media and civil society forums on topics of priority for the Country Director. 

Ensures effective administrative and logistical support to the Country Director, focusing on achievement of the following results:  

• Maintains mission plans of the Country Director, and coordinates travel arrangements;  
• Oversees the daily calendar of the Country Director and liaises with the relevant sections;  
• Provide substantive review and analysis of key documentation for the Country Director, and provide advice and relevant background information, if needed;  
• Arrange and participate in meetings, conferences, and other activities, with the Country Director when required;  
• Maintain the Country Director’s calendar of activities; arrange appointments; receive visitors; place and screen telephone calls; and answer questions with discretion;  
• Organize, convene  and backstop the weekly Senior Management Meetings of UNDP; 
• Support the management interaction between the CD and the Sub-Offices of UNDP in the field. 

Ensure programmatic support to the Country Director, focusing on the achievement of the following results: 

• Organize, manage and prepare proposed results for meetings with government UN agencies and donors;  
• Bring to the attention of the Country Director all matters that require the Country Director’s attention and ensure that appropriate follow-up is directed;  
• Actively engage with Program Staff to acquire information on substantive project development and implementation, as and when required;  
• Organize and coordinate thematic group meetings in support of UNDP program, as and when required;  
• Organize regular meetings of all program staff, project managers and program management team, including the preparation of agenda, documentation and minutes, carry out follow-up on matters arising from the meetings;  
• Synthesis of proposals on the areas for support and interventions within the practice area specialization assigned.  
• Support finalization of contribution agreement; determination of required revisions; coordination of the mandatory and budget re-phasing exercises, closure of projects through review.  
• Financial and substantive monitoring and evaluation of the projects, identification of operational and financial problems, development of solutions.  Participation in audit exercises.  
• Preparation of inputs for reporting, including donor reporting.  
• Perform any other duties or special assignments, as required by the Country director and/or the DCD(Programs).  

Ensure effective communications, focusing on the achievement of the following results:  

• Review, route and follow up on incoming and outgoing correspondence as appropriate; 
• Draft responses to correspondence as requested by the Country Director;  
• Facilitate inter-office communications between the Country Director and staff;  
• Provide liaison specific inputs for issues that should be brought to the attention of the Country Director;  
• Provide background material and any other executive level support for reports, speeches, and presentation by the Country Director, in information flow within the office;  
• Reply to or otherwise handle those communication that do not require the country Director’s personal attention;  
• Review and after discussions with CD and Communications Team, follow up on response to media reports involving UNDP.  
• Identification of sources of information related to policy-driven issues.  Identification and synthesis of best practices and lessons learned directly linked to program country policy goals. 

Ensure effective implementation of follow-up actions, and ensures facilitation of knowledge management focusing on achievement of the following results: 

• Provide information necessary for making strategic decisions, requests, expenditure and recommendations by the Country Director, according to agreed guidelines and policies  
• Draft correspondence, note-to the-file, or provide feedback to relevant staff for timely follow-up actions;  
• Ensure that the Country Director’s correspondence and instruction receive prompt attention and replies and subsequently appropriate actions;  
• Support regular reviews by CD of audit recommendations, monitoring and evaluation reports and key elements of BTOR of senior staff.
• Analyses and researches on information on donors, preparation of substantive briefs on possible areas of cooperation, identification of opportunities for initiation of new projects.

Competencies

Functional Competencies:           

Building Strategic Partnerships

Level 1.2:  Maintaining a network of contacts 

• Analyzes and selects materials for strengthening strategic alliances with partners and stakeholders  

Promoting Organizational Learning and Knowledge Sharing 

Level 1.2: Basic research and analysis

• Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things  
• Documents and analyses innovative strategies and new approaches 

Job Knowledge/Technical Expertise

Level 1.2: Fundamental knowledge of own discipline 

• Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position  
• Analyzes the requirements and synthesizes proposals 
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning 
• Demonstrates good knowledge of information technology and applies it in work assignments  

Promoting Organizational Change and Development

Level 1.2: Basic research and analysis 

• Researches and documents ‘best practices’ in organizational change and development within and outside the UN system

Design and Implementation of Management Systems

Level 1.2: Research and analysis and making recommendations on management systems 

• Maintains information/databases on system design features  
• Develops simple system components

Client Orientation

Level 1.2: Establishing effective client relationships 

• Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion  
• Organizes and prioritizes work schedule to meet client needs and deadlines  
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients  
• Actively supports the interests of the client by making choices and setting priorities to meet their needs

Promoting Accountability and Results-Based Management

Level 1.2: Basic monitoring

• Gathers, analyses and disseminates information on best practice in accountability and results-based management systems  
• Monitors the implementation of corporate accountability and results-based management systems and makes recommendations to enhance performance of business units 

Core Competencies: 

• Demonstrating/safeguarding ethics and integrity 
• Demonstrate corporate knowledge and sound judgment 
• Self-development, initiative-taking 
• Acting as a team player and facilitating team work 
• Facilitating and encouraging open communication in the team, communicating effectively 
• Creating synergies through self-control 
• Managing conflict 
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making

Required Skills and Experience

Education and Experience:  

• Master’s Degree or equivalent in Business Administration, Public Administration, Economics in development studies or social sciences and development issues or related field. 
• Minimum of two years of relevant experience in a similar position at the national or international level in supporting implementation and management of projects and country office operations.   
• Female applicants with Bachelor’s degree  in Business Administration, Public Administration, Economics in development studies or social sciences and development issues or related field and 2 years of relevant experience in a similar position at the national or international level in supporting implementation and management of projects and country office operations  will also be considered;  
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of web based management systems 

Language Requirements: 

• Fluency in English and national language of the duty station, both spoken and written is essential.