Qualifications:

Summary of key functions:

• Provide support for the effective and efficient functioning of the Representative’s office;
• Effective communications and administrative support to the office;
• Facilitation of knowledge building and management.

Ensures effective and efficient functioning of the Country Representative 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 Representative 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 national authorities and other external partners;
• Use of an 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 the different office teams;
• Follow up on deadlines, commitments made, actions taken, and coordination of collection and submission of the reports to the Country Representative;
• 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 Representative. 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 teams;
• 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.
• Support organization of training for UNFPA staff on coordination, administration, and protocol issues.

Competencies

Corporate Competencies:

• Demonstrates commitment to UNFPA’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 results 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.

Knowledge and Experience:

Education:

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

Experience:

• 6 years of progressively responsible secretarial, administrative, program 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 web-based management systems. 

Language Requirements:

• Fluency in English language and Pashto and Dari