Administration Associate (Assistant to the Country Director)

Establish and manage systems and procedures for the efficient and effective management of the Director and Representative’s office, ensuring an environment of professionalism and confidentiality at all times, in compliance with safety and security requirements.

Arrange and monitor the Director’s calendar and schedule of appointments and missions and ensure appropriate materials, agendas and information are available prior to meetings and missions;

Preparation of spreadsheets, database files, presentation slides and tables ensuring appropriate style and accuracy of information

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.

Drafting of routine correspondence, interoffice circulars, general briefing notes, documents, reports, and translations when required

Coordination of the information flow and dissemination of corporate and interoffice communication to AFCO 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

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

Maintain lists of contacts of internal and external stakeholders

Provide administrative support to the Director, Head of Programme and Head of Support Services (support for calendar setting, booking rooms).

Manage arrangements for field travel/missions for the SMT and for key visits of donors, HQ and regional office (RO) visits and critical short-term personnel (coordinate scheduling, meeting/venue preparation, security coordination, vehicle and accommodation arrangements, expense claims).

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.

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.

Provide administrative support for country office initiatives and events

Participate in and /or coordinate internal committees or task forces

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.

Under the guidance of the Country Director and Representative, Head of Programme or Head of Support Services, provide support to the additional initiatives and assignments as needed. This would usually relate to new or short term efforts and actions that require some start up or set up, short term organisational effort or initiative.

Sound contributions to knowledge networks and communities of practice.