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.
