Administration Associate (Executive)

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Job categories Administration Ho

Vacancy code VA/2022/B5101/24945
Department/office AR, AFCO, Afghanistan
Duty station Kabul, Afghanistan
Contract type Local ICA Support
Contract level LICA-6
Duration Ongoing ICA – ‘Open-ended, subject to organizational
requirements, availability of funds and satisfactory
performance
Application period 21-Nov-2022 to 05-Dec-2022

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing
date of the announcement.

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Background Information - Afghanistan pe
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With more than 20 years of experience in the country, UNOPS Afghanistan focuses on providing
maximum support to the people of Afghanistan through the delivery of projects and services that O
improve the lives of people in need. The UNOPS Afghanistan Country Office (AFCO) serves as an liv
organizational mechanism to deliver a range of projects for which UNOPS has been designated as
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the implementation agency.  At present, UNOPS AFCO activities cover a range of sectors including
humanitarian, basic human needs, cash for work, infrastructure, development, procurement and
HR services.  W
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The functional objective of UNOPS AFCO is to contribute to improving the lives of girls, boys, men UN
and women living in Afghanistan. The aim of UNOPS AFCO is to provide efficient and cost-effective
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implementation services on behalf of all our partners to support the humanitarian response and
development of the country. UNOPS AFCO’s mission is to exceed the expectations of all pa
stakeholders in the delivery of AFCO services, at all times, in all places, in all circumstances, in wo
order to improve the lives of Afghans in need. w

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Background Information - Job-specific de
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Under the guidance and direct supervision of the Director and Representative of Afghanistan
Country Office (AFCO), the Administration Associate - Executive Assistant to the Director and
Representative of AFCO ensures effective and efficient functioning of the Director and Ex
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
1. Effective and Efficient Functioning of the Director and Representative’s Office

2. General Administration Support

1. Effective and Efficient Functioning of the Director and Representative’s Office
Management of the Director and Representative’s office (including the Head of Programme
and Head of Support Services offices), ensuring an environment of professionalism and
confidentiality at all times.

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.

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.

Coordination of the information flow and dissemination of corporate and interoffice

communication to 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

Preparation of spreadsheets, database files, presentation slides and tables ensuring

appropriate style and accuracy of information

Preparation of high quality briefing and background materials for the Director and
Representative, Head of Programme and Head of Support Services for appointments,
meetings, missions 

Drafting of routine correspondence, interoffice circulars, general briefing notes, documents,

reports, and translations when required

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.
2. General Administrative Support
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

Assist with preparation of the office management budget

Participates in and /or coordinates internal committees or task forces

Support the Director and Representative, Head of Programme and Head of Support Services
in daily administrative matters including the planning and organization of the Director’s,
HoP’s and HoSS’s missions (travel, transport requirements and hotel bookings, visa
applications, processing expense claims and follow-up actions)

Efficient and discreet management of the Director and Representative’s, Head of Programme
and Head of Support Service’s office daily calendars to ensure all meetings and events are
captured ahead of time and updated on a regular basis.

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.

Education/Experience/Language requirements

a. Education
Completion of secondary school is required. 
First University Degree in Business Administration, Public Administration, or equivalent
disciplines is desirable but not required.
In the absence of a degree, administrative certification is an asset.

b. Experience
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.
Proficiency in computers and office software packages (MS Office) and experience in handling
web-based management systems is an asset.
Experience in using computers and standard software such as Google Workspace (formerly
known as G Suite) is highly desirable.

c. Language 
Fluency in English, Dari and Pashto is required.
 Knowledge of other UN languages (Arabic, Chinese, French, Russian or Spanish) is an
advantage.

Competencies

Treats all individuals with respect; responds sensitively to differences and

encourages others to do the same. Upholds organizational and ethical norms.
Maintains high standards of trustworthiness. Role model for diversity and
inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and
supports the development of others. For people managers only: Acts as
positive leadership role model, motivates, directs and inspires others to
succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and

always puts the end beneficiary first. Builds and maintains strong external
relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to

accomplish a goal. Actions lead to total task accomplishment through concern
for quality in all areas. Sees opportunities and takes the initiative to act on
them. Understands that responsible use of resources maximizes our impact
on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts

own approach to suit changing circumstances or requirements. Reflects on
experiences and modifies own behavior. Performance is consistent, even
under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions.

Takes an unbiased, rational approach with calculated risks. Applies innovation
and creativity to problem-solving.
 Expresses ideas or facts in a clear, concise and open manner. Communication
indicates a consideration for the feelings and needs of others. Actively listens
and proactively shares knowledge. Handles conflict effectively, by overcoming
differences of opinion and finding common ground.

Contract type, level and duration

Contract type: Local ICA

Contract level: LICA-6
Contract duration: Ongoing ICA - Open-ended, subject to organizational requirements, availability
of funds and satisfactory performance 

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-
Contractor-Agreements.aspx (https://www.unops.org/english/Opportunities/job-
opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx)

Additional Considerations

Please note that the closing date is midnight Copenhagen time.

Applications received after the closing date will not be considered.
Only those candidates that are short-listed for interviews will be notified.
UNOPS embraces diversity and it is committed to the principle of equal employment
opportunity for all its employees and encourages qualified candidates to apply
irrespective of race, colour, national origin, ethnic or social background, genetic
information, gender, gender identity and/or expression, sexual orientation, religion or
belief, or disability.
UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
Work life harmonization - UNOPS values its people and recognizes the importance of
balancing professional and personal demands. We have a progressive policy on work-life
harmonization and offer several flexible working options. This policy applies to UNOPS
personnel on all contract types
For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than
the advertised level of the post
For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your
own time, before providing services to UNOPS.
The incumbent is responsible to abide by security policies, administrative instructions, plans
and procedures of the UN Security Management System and that of UNOPS.  
All UNOPS personnel are responsible for performing their duties in accordance with the UN
Charter, UN Staff Regulations and Rules, UNOPS Policies and Instructions, as well as other
relevant accountability frameworks. In addition, all personnel must demonstrate an
understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN
core values and the UN Common Agenda.
It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.