Job Detail

Marie Stopes International Afghanistan (MSIA) was established after registration with government of Afghanistan in August 2002. MSIA follows the mission statement of MSI, which is Improve Afghan women’s health and wellbeing so that they can in turn build strong and healthy families.. Our focus is to contribute in reducing maternal mortality ratio, providing quality and sustainable MCH/RH and family planning services and information across all provinces of Afghanistan in coordination with Ministry of Public Health, Afghanistan.

MSIA is currently operating in 14 provinces of Afghanistan namely, Kabul, Balkh, Herat, Jawzjan Faryab, Nengarhar, Baghlan, Kunduz, Badakhshan, Takhar, Samangan, Helmand, kandahar and Kapisa.

MSIA delivers MCH/RH and family planning services through various channels such that centres, outreaches, social marketing and MS Ladies. With the Power of Ten strategy, MSI focuses on strategic and technical leadership in producing, interpreting and using high quality evidence to fulfill its mission. MSI is keeping the client at the center of our work and strengthening our development as an evidence-based organization.

The Executive Coordinator to the Country Director provides executive support, and administrative assistance to the Country Director of the MSIA.

As the first point of contact for many people outside the organization and as focal point for the Country Director's daily agenda and phone calls, the Executive Coordinator is required to maintain the highest standard efficiency, personal communication, discretion, and independent judgement.  In working closely with senior MSIA staff and representatives of MSI constituencies, the Executive Coordinator must deal with a heavy volume of requests that are time sensitive and a wide range of highly confidential matters.

Under the guidance and direct supervision of the Country Director, the Executive Coordinator ensures effective and efficient functioning of the Country Director’s 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 primary responsibility of this role is to further MSI’s Goal: To ensuring the individual’s right to improve Afghan women’s health and wellbeing so that they can in turn build strong, healthy families.

It is a role requirement that the job holder must fully comply with, promote, and live our CORE VALUES:

Summary of key functions:

• Effective and efficient functioning of the Country Director’s office
• Effective communications and administrative support to the office
• Facilitation of knowledge building and management

1. Ensures effective and efficient functioning of the Country Director’s office focusing on achievement of the following results:

• Management of the Country Director’s office, always ensuring an environment of professionalism and teamwork, and setting exemplary standards of conduct for the Country Office (CO) team.
• Efficient and discreet management of the Country Director’s 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 Government and other external partners.

 2. 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.
• Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required.
• Facilitation of information sharing with Management Support and SMT and Operations Teams.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Country Director.
• 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 Director. 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.
• Support to organization of advocacy events if required

3. Ensures facilitation of knowledge building and management focusing on achievement.

Other detailed responsibilities

• Screens and distributes all incoming correspondence addressed to the Country Director, determining priority and allocation to the various units, and sets up/maintain tracking system.
• Reviews all correspondence for proper clearance prior to the Country Director’s signature; distributes outgoing correspondence cleared or signed by the CD; responds directly to inquiries or redirects them to the substantive focal points within MSIA.
• Follows up on routine actions and deadlines of activities involving the Country Director and the MSIA (i.e., participation in meeting, deadlines for submission of document/information to the CD.
• Manages the appointment schedule for the Country Director with external and internal parties including visitors from external organizations, other agencies, Governments, Permanent Missions to the MSI, as well as internal and external meetings, determining priority requirements.
• Manages all travel arrangements for the Country Director and ensures coordination with other travel partners from the internal or external environment.
• Researches, obtains, and ensures the Country Director's requirement s for background materials for briefings, meetings, official missions, and appointments.
• Draft’s memoranda/e-mail messages for the signature of the country Director to the MSIA staff informing them of forthcoming Executive meeting or sessions, highlighting items of relevance to the MSIA, and attaching agenda, work plan and/or decisions of the SMT.
• Maintains an up-to-date filing system of all CD documents for use by all MSIA staff and prepares files for the Country Director participation in meetings.
• Maintains MSIA staff informed of any Security Council meetings of concern to the MSIA and keeps updated files on the necessary documents for use by MSIA staff.
• During the absence of the Country Director on official mission, scans his correspondence, e-mails to channel replies for the appropriate focal point, when necessary, or coordinate meeting representation where necessary.
• Serves as Secretary to meetings as requested by the Country Director, including announcing the meetings, preparing the agenda distributing background material, drafting minutes of the meeting and any follow-up as requested by the Country Director.
• Ensures availability of coverage and backstopping for the Country Director during peak times.
• Effective and efficient communication build with the MSIA organization.
• Facilitated knowledge building and management maintained.
• Effective arrangement of time and meetings.
• Coordinate with other departments and work together to support CD.
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Facilitation of information sharing with SMT and Operations Teams.
• Maintenance of Teams’ status reports, best practices, lessons learned, publishing on section intranet and compiling of information for resource mobilization and demand generation officers.

Core Competencies:

• Demonstrating/safeguarding ethics and integrity  
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating teamwork
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
•  Managing conflict
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making

Interested and qualified candidates are requested to fill out the MSI-A application form by clicking the link below and submit a copy of their updated CV (NO Educational and Work Certificates) no later than the closing date.

https://docs.google.com/forms/d/e/1FAIpQLSe7nd0mgSkT_gExPNQyJcUb8HB3IGgNQAZakkcuIWjmsOuGrA/viewform