Executive Coordinator Job in MSI Reproductive Choices Afghanistan (MSIA) in Kabul, Through ACBAR

Job Description:

The MSIA’s Country Director is assisted administratively and with executive support by the Executive Coordinator.

The Executive Coordinator must maintain the highest level of efficiency, personal communication, discretion, and independent judgment as the primary point of contact for many individuals outside the organization and as the focal point for the Country Director’s daily agenda and phone calls.  Working directly with top MSIA personnel and MSI constituency representatives, the Executive Coordinator must handle a large number of urgent requests as well as a broad spectrum of very private issues.

Under the direction and close supervision of the Country Director, the Executive Coordinator guarantees the smooth operation of the Country Director’s office, complete secrecy in all facets of the assignment, upkeep of protocol protocols, information flow management, and follow-up on commitments and deadlines.

The main duty of this position is to advance the objective of MSI: to guarantee the right of the person to enhance the health and well-being of Afghan women so that they may create strong, healthy families.

What is the Job Position and Apply Date ?

Job Requirements:

• A bachelor’s degree in business administration plus office management or secretarial training
• National or international positions need one to three years of increasingly responsibility secretarial, administrative, and program experience. Office software packages (MS Word, Excel, etc.) and computer use skills; managing web-based management systems.
• Speaking and writing both in English and the native tongue
• Preferably previous NGO sector experience
• Proficient with PowerPoint, Excel, and MS Word

Skill that must Need for this Job

• Strong contact with other teams throughout the company is essential, but this is not a managerial position; collaboration skills are what allow teams to surpass expectations.
• Strong analytical abilities: competence in data processing, precise interpretation of data, and production of reports supported by evidence for efficient decision-making
• excellent people skills and capacity to persuade and interact with internal and external stakeholders
• Highly organized and computer literate.
• English and national languages spoken and written fluently; capable of writing excellent reports
• Good communication abilities; capable at organizing and delivering presentations

What are the Responsibilities for this job?

• Proficient and effective operation of the office of the Country Director
• Office administration and efficient communication
• Organisation and administration of knowledge
• Administration of the Country Director’s office, constantly maintaining a professional and cooperative atmosphere and establishing model behavior guidelines for the Country Office (CO) staff.
• Convenient and covert scheduling of the Country Director
• arranging both scheduled and impromptu meetings; writing minutes and summaries of the tasks to be done; monitoring the development of planned problems; following up with focus points.
• Whenever feasible, all incoming communications are screened, and outgoing correspondence is filtered for supervisor signature, clearance, and further action by other personnel.
• The CO team follows the right procedure and communication norms when interacting with the government and other outside parties.
• Upkeep of the filing system that guarantees the security of private information.
• Information flow coordination in the office and, where needed, staff distribution of corporate and interoffice correspondence.
• Exchange of information with the Operations, SMT, and Management Support Teams.
• Check in with deadlines, promises made, steps done, and the coordination of gathering and sending the reports to the Country Director.
• Draft standard letters, memos, general briefing notes, papers,
• Travel, appointments, meetings, and Country Director briefings administration. Also writing background notes.
• Updating of Teams’ status reports, best practices, lessons discovered, section intranet publication, and information gathering for resource mobilization.
• Support for, if needed, advocacy event planning
• Sets up and maintains a tracking system, screens and distributes all incoming mail addressed to the Country Director, assigning priority and distributing it to the different divisions.
• Checks all communication for appropriate clearance before the Country Director signs; distributes outgoing mail that has been cleared or signed by the CD; answers questions directly or refers them in the direction of the important focus points within MSIA.
• Monitors regular activities and deadlines of activities involving the Country Director and the MSIA (e.g., attendance at meetings, deadlines for submitting paperwork or information to the CD).
• determines priority needs and oversees the appointment calendar for the Country Director with both internal and external parties, including visits from other agencies, governments, and Permanent Missions to the MSI.
• oversees all of the Country Director’s travel plans and makes ensuring that other travel partners—internal or external—are coordinated.
• Researches get and make sure the Country Director has the background information needed for appointments, official missions, briefings, and meetings.
• Draft emails or memoranda alerting MSIA personnel about impending Executive meetings or sessions, emphasizing topics relevant to the MSIA, and include the agenda, work plan, and/or SMT decisions for the Country Director’s signature.
• Keeps all CD materials current for usage by all MSIA employees and gets files ready for the Country Director to attend meetings.
• Keeps current files on the required materials for usage by MSIA staff and keeps MSIA personnel aware of any Security Council meetings of importance to the MSIA.
• When the Country Director is on an official assignment, reads his emails and communications to route responses for the relevant focal point or arrange meeting representation as needed.
• When the Country Director requests it, she acts as secretary to meetings, advertising them, creating the agenda, sending out background information, writing the minutes, and handling any follow-up.
• Guarantees that the Country Director has backup and coverage during busy hours.

How Can Apply for the Job

You can only apply if you meet the requirements and have prior experience with educational programs.

How to Apply For the jobs Through ACBAR ( Agency Coordinating Development Body for Afghan Relief and Development)

• If your qualifications match our requirements, kindly send  info@msichoices.org your résumé, before the deadline.
• Kindly include in the subject line of your email the class you would want to teach. Should that not be the case, your application may not be accepted.
• You are welcome to drop off your resume at our office as well.