Executive Associate – Kabul with possible travel to provinces
Duties and Responsibilities
Under the guidance and direct supervision of the Country Director/Deputy Country Director, the Executive Associate ensures effective and efficient functioning of the CD and DCD 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 Associate to CD and DCD works in close collaboration with UN WOMEN staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.
Key Results Expected:
Ensures effective and efficient functioning of the Country Director and Deputy Country director office focusing on achievement of the following results:
- Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
- Maintenance of protocol procedures;
- Preparation of high-quality briefing materials for supervisor for appointments, meetings, missions;
- Preparation of informal translations;
- Management of CD and DCD Missions and representation schedule;
- Maintenance of rosters of high-level partners, telephone lists;
- Preparation of correspondence, directives, comments on behalf of CD/DCD for his/her signature and making follow-up when required;
- Use of automated office management systems for effective functioning of the CD/DCD office;
- Maintenance of small IT-related matters of CD and DCD computer and coordinate with IT section for maintenance of emails, internet, etc for CD and DCD;
- Maintenance of UN WOMEN Afghanistan calendar of events, meetings, and sessions as well as of UNCT calendar related to UN WOMEN.
Ensures provision of effective communications 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, follow up on circulation files;
- Facilitation of information sharing between UNCT and the UN WOMEN;
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to CD/DCD;
- Screening of all incoming calls and correspondence;
- Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.
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 specialized training for secretaries and admin staff;
- Organization of training to UN WOMEN staff on coordination, administration and protocol issues.
CORE VALUES / GUIDING PRINCIPLES
- Integrity: Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
- Professionalism: Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.
- Cultural sensitivity and valuing diversity: Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.
- Ethics and Values: Demonstrate and safeguard ethics and integrity
- Organizational Awareness: Demonstrate corporate knowledge and sound judgment
- Development and Innovation: Take charge of self-development and take initiative
- Work in teams: Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.
- Communicating and Information Sharing: Facilitate and encourage open communication and strive for effective communication
- Self-management and Emotional Intelligence: Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent and positive behavior towards others
- Conflict Management: Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.
- Continuous Learning and Knowledge Sharing: Encourage learning and sharing of knowledge
- Appropriate and Transparent Decision Making: Demonstrate informed and transparent decision making
- Ability to establish, build and sustain effective relationships with clients, demonstrating an understanding of client’s perspective; anticipates client needs and addresses them promptly;
- Strong and proven integrity, time management; work prioritization skills, Ability to multi-task; work under pressure and handle numerous tasks simultaneously in a timely manner.
- Understanding of UN Women procedures, rules and regulations an asset;
- Ability to work effectively as a team member.
- Demonstrated sensitivity, discretion, tact and courtesy in relation to gender equality and women’s rights, development principles and projects, implementing partners, and national and international personnel of varied nationalities and backgrounds.
- Ability to travel inside and outside the country.
Required Skills and Experience
Bachelor’s degree in Business Administration or other related field with at least 5 years of progressively relevant professional experience. A secondary school certificate with minimum 7 years of relevant experience will be considered.
Skills and Experience:
- A least 5-7 years of progressively responsible secretarial, administrative, program experience is required at the national or international level.
- Proficiency in the use of computer, office software packages and advance knowledge of spreadsheet and database packages.
- Experience in handling of web-based management systems is an asset;
Excellent professional communication skills, written and oral in English, and in Pashto/Dari
Application closing date: 25th September 2019 (Midnight New York, USA)