This position is located in the United Nations Assistance Mission in Afghanistan (UNAMA), Kunduz Field Office. The Administrative Assistant reports to the Regional Administrative Officer.
Responsibilities:
Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through IMIS.
Monitors staffing table and prepare relevant statistical data/charts.
Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
Assists managers in the elaboration of resource requirements for budget submissions.
Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
Drafts routine correspondence to respond to enquiries in respect to relevant administrative, finance, personnel matters.
Coordinates extensively with sections and liaises frequently with internal team members both at Kabul HQ and in the field.
Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating activities, conferences and translations).
May be responsible for guiding, training, and supervising the work of more junior General Service staff.
Assist with collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
Assists with visualizations and updating information material such as web pages or brochures.
Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
Processes the payment of contractors' invoices and monitor payments.
Prepares and processes all UN forms and permissions for contractual and field office staff, including UN grounds passes, property passes, UN parking permits, etc).
Education:
High school diploma or equivalent is required.
Work Experience:
A minimum of seven (7) years of progressively responsible experience in administration is required.
The minimum year of relevant experience is reduced to five (5) years with first-level university degree or equivalent. Solid computer skills including proficiency in word processing and spreadsheets are required.
Experience working at a UN field mission or UN Agencies in this capacity is desirable Specific knowledge of the UN administrative electronic tools, such as Umoja or ERP is desirable.
Languages:
English and French are the working languages of the United Nations Secretariat.
For the position advertised, fluency in oral and written English is required.
Knowledge in oral and written Pashto and Dari is desirable.
