UN Women is hiring an Executive Associate (x1). APPLY NOW

Background (UN Women)

UN Women is the United Nations entity dedicated to achieving gender equality and women’s empowerment worldwide. As the global champion for women’s rights, we implement transformative programs, advocate for inclusive policies, and set international standards to eliminate discrimination and ensure all women and girls can thrive. From combating gender-based violence to promoting women’s leadership and economic inclusion, UN Women works to create a future where no woman or girl is left behind.

Details

Position: National Personnel (Management)
Job ID: 27478
Location: Kabul, Afghanistan
Grade: NPSA-7
Contract Type: National Personnel Service Agreement
Duration: 1 Year (with possibility of extension)
Schedule: Full-time
Application Deadline: 08 July 2025, 05:59 AM (Local Time)

Detailed Scope of Work and Responsibilities:

1. Comprehensive Executive and Administrative Support Services

• Provide high-level executive assistance to both the Special Representative (SR) and Deputy Country Representative (DCR) of UN Women Afghanistan Country Office (ACO)
• Manage and coordinate complex schedules, including:
  • Arranging and prioritizing appointments
  • Scheduling high-level meetings and official engagements
  • Coordinating internal and external commitments
• Organize extensive travel arrangements, encompassing:
  • Flight bookings and itinerary planning
  • Visa processing and documentation
  • Hotel accommodations and local transportation
  • Security clearances and risk assessments
• Maintain sophisticated filing systems (both physical and digital) ensuring:
  • Strict confidentiality of sensitive documents
  • Efficient retrieval and organization of information
  • Proper archiving procedures
• Develop and manage comprehensive contact databases:
  • Update and maintain electronic mailing lists
  • Ensure accuracy of key stakeholder information
• Handle all incoming communications with discretion:
  • Screen and prioritize phone calls
  • Manage email correspondence
  • Direct inquiries to appropriate units
• Monitor and track deadlines and commitments:
  • Follow up on pending actions
  • Provide timely reminders
  • Ensure completion of tasks

2. Advanced Administrative Coordination

• Execute logistical arrangements for various events:
  • Organize meetings, workshops, and conferences
  • Coordinate venue selection and setup
  • Manage participant invitations and confirmations
• Prepare and compile comprehensive briefing materials:
  • Research and gather relevant information
  • Develop professional PowerPoint presentations
  • Assemble meeting dossiers
• Attend high-level meetings and prepare detailed minutes:
  • Document discussions and decisions
  • Track action items and responsibilities
  • Distribute finalized records

3. Strategic Communication and Information Management

• Facilitate seamless information flow:
  • Serve as communication liaison between Executive Office and other units
  • Ensure timely dissemination of critical information
• Manage all incoming and outgoing correspondence:
  • Review, prioritize and route documents
  • Draft and edit official communications
  • Maintain correspondence tracking system
• Oversee document quality control:
  • Proofread and edit materials
  • Ensure proper formatting and style
  • Verify accuracy of content
• Maintain comprehensive filing systems:
  • Organize both hard copy and electronic files
  • Implement efficient retrieval systems
  • Ensure secure storage of confidential materials
• Provide language support services:
  • Assist with document translation
  • Serve as interpreter when required

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4. Protocol and External Relations Support

• Facilitate the SR and DCR’s external engagements:
  • Coordinate high-level meetings with partners
  • Manage communication with stakeholders
• Handle protocol requirements for official visits:
  • Receive and host distinguished guests
  • Arrange appropriate welcoming ceremonies
  • Coordinate logistical aspects of visits
• Maintain diplomatic standards in all interactions:
  • Ensure proper etiquette is observed
  • Adhere to UN protocol guidelines
  • Represent the office professionally

5. Knowledge Management and Capacity Building

• Support organizational learning initiatives:
  • Document best practices and lessons learned
  • Contribute to knowledge sharing platforms
• Enhance office efficiency through:
  • Developing standard operating procedures
  • Creating guidance materials
  • Conducting orientation for new staff

6. Additional Responsibilities

• Perform other relevant duties as required:
  • Backstop for other executive support staff
  • Participate in special projects
  • Provide surge capacity during peak periods

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Detailed Qualifications and Requirements:

Education:

• Minimum Requirement:
  • Completion of secondary education (High School diploma or equivalent)
• Desirable Qualification:
  • Bachelor’s degree in Business Administration, Public Administration, International Relations, or related field

Professional Experience:

• Essential Experience:
  • Minimum seven (7) years of progressively responsible experience in executive support, administration, or programme assistance (or four years with Bachelor’s degree)
  • Extensive experience providing direct support to senior executives
  • Demonstrated experience in complex calendar management
  • Proven track record in organizing high-level events
• Technical Skills:
  • Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
  • Experience with web-based management systems
• Preferred Qualifications:
  • Familiarity with Oracle Cloud ERP system
  • Experience in UN system or international organizations
  • Knowledge of gender equality and women’s empowerment issues

Language Requirements:

• Mandatory:
  • Full professional proficiency in English (written and spoken)
  • Fluency in Dari and Pashto (written and spoken)
• Advantageous:
  • Working knowledge of another UN official language (French, Arabic, Chinese, Russian, or Spanish)

Core Competencies:

• Values:
  • Commitment to UN Women’s mission and values
  • Professionalism and integrity
  • Respect for diversity
• Functional Competencies:
  • Exceptional organizational and planning skills
  • Strong analytical and problem-solving abilities
  • Excellent interpersonal and communication skills
  • Ability to handle sensitive information confidentially
  • Capacity to work under pressure and meet deadlines
• Gender Perspective:
  • Awareness of gender issues
  • Sensitivity to cultural diversity
  • Commitment to gender equality principles

Additional Requirements:

• Personal Attributes:
  • Discretion and sound judgment
  • Initiative and proactivity
  • Flexibility and adaptability
  • Teamwork orientation
• Technical Requirements:
  • Ability to operate standard office equipment
  • Familiarity with virtual meeting platforms
  • Comfort with digital filing systems

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