Specialized Board Administrative and Professional Officer

Barm Research and Innovation Center is an independent, non-profit research institution. It studies Afghanistan's needs and challenges and develops practical solutions through applied research, strategic studies and innovation. Its work covers administration, economy and development, education and culture, science and technology, politics and international relations, health and the environment.

Purpose of the Position

The Officer provides complete administrative and professional support to the Specialized Board. The role ensures that meetings, agendas, minutes, reports, Pashto and Dari writing, draft proposals, databases, research submissions and follow-up actions are accurate, well organized, securely stored and delivered on time.

Key Responsibilities

1. Serve as the administrative focal point and secretariat for the Specialized Board and its members.

2. Prepare meeting schedules, agendas, invitations, attendance records and required background documents in coordination with the Board Chair, Research Manager and Head of Office.

3. Arrange the meeting room, stationery, computer, projector, internet, refreshments and any other administrative or logistical facility required by the Board.

4. Record clear minutes, decisions, recommendations, assigned actions, responsible persons and deadlines, and circulate approved minutes on time.

5. Maintain the Board’s member list, profiles, contact details, attendance, areas of specialization and official correspondence.

6. Receive, register, classify and organize research proposals, studies, policy papers, reports, data and other materials submitted to the Board.

7. Maintain complete electronic and hard-copy records using clear file names, version control, indexing, metadata, access permissions, scanning, secure archiving, regular backups and a reliable recovery process.

8. Update the Board database, document tracker, meeting calendar, decision log, research status and follow-up dashboard.

9. Check documents for completeness, formatting, numbering, attachments, language consistency and required approvals before submission to the Board.

10. Proofread and correct administrative texts, agendas, minutes, decisions, letters, forms and summaries for spelling, grammar, clarity, consistency and professional tone without changing their approved meaning.

11. Draft, edit and organize official correspondence, concept notes, administrative proposals, action plans, summaries and other working documents using approved information and instructions.

12. Convert meeting minutes, decisions, research updates and verified data into clear administrative, progress and activity reports using Barm’s approved reporting format.

13. Identify suitable Board-approved research updates, decisions, events and knowledge products for the website; prepare accurate titles, summaries and supporting information and submit them to the Publications and Communications team for final review and publication.

14. Prepare design-ready text and develop standardized templates for agendas, minutes, reports, proposals, research submissions, evaluation forms, action trackers, presentations and website content sheets in line with Barm’s colors, logo, fonts and visual identity.

15. Conduct final pre-print and pre-publication checks of headings, tables, page numbers, captions, logos, dates and document structure, and coordinate advanced graphic work with the Publications and Design team.

16. Follow up Board decisions, revisions and assigned actions; coordinate with Board members, research and publications teams, administration and authorized experts; and support online, in-person and extraordinary meetings.

17. Protect confidential information, control access to Board records and comply with Barm policies on ethics, data protection, information security and conflicts of interest.

18. Prepare concise administrative progress reports and carry out other Board-related administrative duties assigned by the Head of Office or Board Chair.

Education and Experience

• Bachelor’s degree in Journalism, Communication Pashto, Dari or English Language Literature with an equal understanding of both formal languages is required. Master is preferred.

• The candidate must demonstrate both administrative competence and professional writing, proofreading and literary editing ability; strength in only one area is not sufficient for this position.

• At least two years of relevant experience combining administration, board or committee support, meeting management, report writing, editing, research coordination or records management.

• Previous experience with a research institution, university, professional board or non-profit organization is an advantage.

Required Skills

• Strong writing and editing, meeting coordination, minute-taking, agenda preparation, report writing, proposal drafting, document control and professional correspondence skills.

• Proficiency in Microsoft Word, Excel, PowerPoint, email, shared folders, databases and basic online meeting tools, including Word Styles, Track Changes, tables and document comparison.

• Basic layout and design skills in Word, PowerPoint, Canva or equivalent tools, with the ability to apply Barm’s visual identity consistently.

• Ability to design practical document templates, forms and reporting formats that are clear, editable, printable and easy for staff and Board members to use.

• Ability to maintain trackers, action logs, electronic and hard-copy archives, access-controlled folders, backups and confidential records.

• Good written and spoken Pashto and Dari; working English is an advantage.

• Accuracy, organization, confidentiality, time management, professional conduct and the ability to work under deadlines.

Performance Standards

• Agendas and meeting packages are complete and shared within the required time.

• Minutes, decisions and action points are accurate, approved, recorded and followed up.

• Texts, minutes, reports and draft proposals are clear, accurate, professionally written and consistent with approved information.

• Website content recommendations are relevant, accurate, approved and transferred to Publications and Communications on time.

• Board templates and forms are standardized, visually consistent, practical and kept up to date.

• Board databases, member records, research files, backups and archives remain complete, current, secure and recoverable.

• Meetings receive the required administrative, technical and logistical support.

• Confidential information is protected and coordination with members and departments is professional and timely.

Selection Process

Shortlisted candidates will complete a practical test covering both areas of the position: administrative work and language editing. The test may include agenda preparation, minute-taking, report organization, proofreading and literary correction of a Pashto text, template formatting, database or tracker updating, file organization and Microsoft Office skills.

How to Apply

Eligible candidates should apply through the online job portal on Barm’s official website and clearly state vacancy code BARM-BS-2026-10 in their cover letter.

To apply for this position, please complete the following steps through our online job portal:

1. Visit the page announcement page on our website: https://barmric.org/en/opportunities/specialized-board-administrative-and-professional-officer 

2. Click the Apply Now button at the top of the announcement page to log in or create an applicant profile.

3. Complete your profile and attach the following required documents:

• An updated CV including education, relevant experience, language skills, and contact details for two professional references.

• A concise cover letter highlighting your suitability for the role include the vacancy code of position in the letter.

• One non-confidential sample of administrative work and one sample demonstrating Pashto writing, proofreading or literary editing ability. (combined into a single file).

3.     Click Apply Now to submit your completed application.

Only shortlisted candidates will be contacted. Barm may verify qualifications, experience and references. Recruitment is based on merit and fair competition.