Administrative Assistant

United Nations Educational, Scientific and Cultural Organization

Kabul, Afghanistan

Experience: 3 to 5 Years

Skill Required: HR and Admin

The Administrative Assistant reports directly to the Senior Finance and Administrative Officer and carries out tasks under the overall authority of the officer-in-Charge of the UNESCO Kabul Office. The position is tasked with delivering a range of administrative-related HR activities in support of the administrative unit and project/programme delivery.
Within delegated authority, the Administrative Assistant will be responsible for the following duties:

General

  • Act as certifying officer up to the authorized level delegated by the CFO.
  • Draft and prepare routine correspondence, memoranda, and non-substantive reports;
  • Maintain confidential and general files and establish reference systems;
  • Assist in the preparation of budgetary and financial reports, statistics, or projections for managers' use;
  • Review draft reports, verify overall accuracy and consistency, cross-check consistency of figures;
  • May assist in overseeing activities related to office maintenance, security, transport, and similar services;
  • Provide guidance and interpretation on non-complex administrative rules, regulations, and procedures

Finance

  • Assist and inform the supervisor on the financial status using management information systems and reporting.
  • Code, record, and reconcile accounting transactions.
  • Verify and process payments;
  • Maintain specific accounts, calculate and compile financial data, and prepare routine reports.
  • Generate expenditure reports from the automated systems.
  • Provide assistance and guidance to staff on basic financial procedures, payment requirements, and banking and currency provisions.

Budget

  • Monitor and control commitments and expenditures.
  • Prepare detailed cost estimates and other data for budget analysis and proposals.
  • Keep track of budget levels and alert the supervisor and concerned managers to avoid potential shortfalls in funds (validating information and identifying any errors or irregularities).
  • Generate expenditure reports from automated information system databases; compile budget data.
  • Assist in preparing, estimating, and finalizing budget reports; carry out a preliminary analysis of variances between budgets and actual expenditures; cross-check consistency of figures.
  • Review overall accuracy and consistency of draft reports; cross-check consistency of figures.
  • Identify any other anomalies, alert the supervisor, and undertake transactions to correct errors/omissions.

Human Resources

  • 1)    Assist in HR administrative matters.
  • 2)    Draft correspondence and other documents for personnel actions, follow up on HR actions and maintain and track the status of the vacancy notices.
  • 3)    Assist in the recruitment, coordinating interview schedules, written and technical assessments, competency-based interview processes, reference checks, and other pre-onboarding procedures.
  • 4)    Provide support for onboarding new personnel, drafting induction packages, and ensuring that mandatory training and orientation schedules are completed on time.
  • 5)    Respond to staff inquiries regarding their conditions of service and other HR-related issues.
  • 6)    Assist in issuing contracts, extensions, amendments, or terminations.
  • 7)    Retrieve and analyze HR-related data from automated systems; alert the supervisor of inconsistencies/ errors and propose corrective action.
  • 8)    Assist in processing salaries, entitlements, claims, non-staff contracts, etc., per established guidelines and procedures.
  • 9)    Provide support in the overall filing system of HR files.

Logistics Accountabilities

  • 1)    Procurement: Assist in the research and retrieve information on supply sources and vendors by commodity and obtain specifications on the market. 
  • 2)    Assist in the review of contractual documents (TOR, budget, contract nature, and type).
  • 3)    Assist in resolving resolve issues/ problems related to delivered goods.
  • 4)    Prepare requisitions for supplies and equipment; ensure that payments are processed and provide information to the assigned Sector on invoicing and payment issues.

Required Qualifications

Education

  • Completed secondary, technical, or vocational school education. 

Work Experience

  • A minimum of three (3) years experience in finance, administration, or related area.

Language

  • Excellent knowledge (written and spoken) of English.

Source: https://careers.unesco.org/job/Kabul-Administrative-Assistant/757602402/