Administrative Assistant

Date Posted: Nov 05, 2022

Job Detail

Location:

kabul
Type:

Contract
Shift:

First Shift (Morning)
Career Level:

Experienced Professional
Positions:

1
Vacancy number:

VA#83/11/2022
Experience:

3 Year
Gender:

Any
Salary:

As per Company salary scale
Degree:

Diploma
Apply Before:

Nov 09, 2022

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About UNAMA

The United Nations Assistance Mission in Afghanistan (UNAMA) is a UN Special Political Mission established to assist the state and the people of Afghanistan in laying the foundations for sustainable peace and development. UNAMA was established on 28 March 2002 by United Nations Security Council Resolution 1401. Its original mandate was to support the implementation of the Bonn Agreement (December 2001). Reviewed annually, this mandate has been altered over time to reflect the needs of the country and was extended for six months, on 17 September 2021, by UN Security Council Resolution 2596 (2021).

The Council also requested the Secretary-General to prepare a written report by 31 January 2022 outlining “strategic and operational recommendations for the mandate of UNAMA in light of recent political, security, and social developments” in Afghanistan.

UNAMA is headed by the Special Representative of the Secretary-General (SRSG) for Afghanistan, Deborah Lyons, who was appointed to the post in March 2020, replacing Tadamichi Yamamoto. Previous SRSG’s were– Lakhdar Brahimi who served from October 2001 to January 2004; Jean Arnault from February 2004 to February 2006, followed by Tom Koenigs from March 2006 to December 2007, Kai Eide from 2008 to 2010, Staffan di Mistura from 2010 to 2011, Ján Kubiš from 2012 to 2014, Nicholas Haysom from 2014 to 2016 and Tadamichi Yamamoto from 2016 to 2020.

Since 2008, and following a directive of the UN Secretary-General, UNAMA is an integrated mission. This means that the Special Political Mission, all UN agencies, funds and programmes, work in a multidimensional and integrated manner to better assist Afghanistan according to nationally defined priorities.

The SRSG is responsible for all UN activities in the country and directly oversees the Security Section, Strategic Communication Service, Human Rights Section, and Peace and Reconciliation. The SRSG’s Chief of Staff oversees UNAMA’s Field Offices.
Two deputy Special Representatives (DSRSG) oversee the main pillars of the mission – political and developmental issues. Included under these pillars are mission sections specializing in issues such as political analysis, reporting, and outreach, and donor coordination, as well as the coordination of UN agencies funds and programmes.

Job Description

Within delegated authority, the Administrative Assistant will be responsible for the following duties:

HUMAN RESOURCES MANAGEMENT

Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
Process entitlements-related claims and reports.
Maintains and reviews organizational staffing tables.
Follows-up on actions related to the administration of the unit's human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.

BUDGET AND FTNANCE

Monitors status of expenditures and allotments, records variations, updates budget tables.
Consolidates data received and reviews expenditures and compares with approved budget.
Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
Assists in the preparation of statistical tables and standard financial reports.

GENERAL ADMINISTRATION

Prepares, processes and follows-up administrative arrangements and forms related to the official travel of staff.
Drafts routine correspondence.
Maintains files of rules, regulations, administrative instructions and other related documentation.
Maintains up-to-date work unit files (both paper and electronic).
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 administrative arrangements for seminars, conferences and translations.
Assist in Facilities Management activities when requested, to include, inter alia, ensuring accommodations are available for visiting staff and overnight guests and ensuring office and accommodation standard assets are provided.

CONTRACT Administration

Assists with administration of contracts between the UN and external contractors for outsourced services.
Processes payment of contractors' invoices and monitor the payments.
Prepares and processes UN forms and permissions for contractual work and services, including UN ground passes, property passes, UN parking permits, swipe-card access and door keys.
Perform other duties as required by the supervisor.

Job Requirements

UN CORE VALUES AND COMPETENCIES

Professionalism: Shows persistence when faced with difficult problems or challenges. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.

Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Skills Required

Submission Guideline:

UNAMA will only accept properly completed and signed Personal History Form (P.11) received by email before the closing date. CVs or Resumes will not be considered nor will late submissions after closing date. Any information provided on the P.11 form will be considered binding.
You may find blank P.11 from ACBAR application forms ACBAR: Application Form

Applicants must accurately complete, sign and date the United Nations Personal History form (P.11) and submit the duly completed signed P.11 by e-mail to: unamava_support@un.org

Important Note: Applicants should copy and paste the Vacancy Announcement (VA) Number which is VA#83/11/2022 into the email subject line when submitting the duly completed and signed P.11 Form and the required documents. Please do not add any other information in the subject line of your email except VA#83/11/2022. Please do not add any additional words or space in the VA Number. Applications received without a VA Number will not be considered.

The selected candidates will be subject to a reference checks process to verify the information provided in the P.11 form.

Only applicants who are short-listed will receive an acknowledgement within four (4) to six (6) weeks from the deadline indicated on the VA.

Required documents to be submitted along with the signed and completed UN P.11:

Serving UN staff members: In addition to the completed and signed P.11, scanned copies of two most recent e-Performance Evaluation Reports must be submitted with the application.

For External applicants: In addition to the completed and signed P.11, scanned copies of two most recent performance evaluation reports or if not available, two reference letters. If the applications received do not contain the latest two performance evaluation reports candidates must provide a short explanation as to why they are not available.

No fee:

The United Nations does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, or training). The United Nations does not concern itself with information in applicants bank account.

Submission Email:

unamava_support@un.org

Job Detail