Administration Associate (Executive)

  • Location:
  • Salary:
    negotiable
  • Job type:
    Full-Time
  • Posted:
    2 weeks ago
  • Category:
    Administration
  • Deadline:
    December 5, 2022

JOB DESCRIPTION

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.

Working with us

We are proud of our people. With a wealth of knowledge and skills in various disciplines – engineering, finance, human resources, ICT, leadership, project management, procurement, and more – they help tackle some of the biggest challenges of our time. Their work around the world supports progress toward the Sustainable Development Goals (SDGs).

At UNOPS, we offer a range of short- and long-term opportunities in various environments and duty stations – from Denmark and Kenya to Mexico, Switzerland, Myanmar, Senegal, Uganda, and many more.

Diversity

With over 5,000 UNOPS personnel and approximately 7,400 personnel recruited on behalf of our partners, spread across 80 countries, our workforce represents a range of nationalities and cultures. We promote a balanced and diverse labor force — a strength that helps us better understand and address our partners’ needs. We continually strive to maintain our gender-balanced workplace. We encourage qualified underrepresented groups as per UNOPS Gender, Diversity, and Inclusion Strategy to apply for our vacancies.

 

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

 

Background Information – Afghanistan

 

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 improve the lives of people in need. The UNOPS Afghanistan Country Office (AFCO) serves as an organizational mechanism to deliver a range of projects for which UNOPS has been designated as 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.

The functional objective of UNOPS AFCO is to contribute to improving the lives of girls, boys, men and women living in Afghanistan. The aim of UNOPS AFCO is to provide efficient and cost-effective 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 stakeholders in the delivery of AFCO services, at all times, in all places, in all circumstances, in order to improve the lives of Afghans in need.

 

Background Information – Job-specific

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 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

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.