Org. Setting and Reporting

This position is based in the Guard Force Unit of the United Nations Assistance Mission in Afghanistan (UNAMA) with duty station in Kabul.

The Administrative assistant at the GL-4 level reports directly to the Chief of Physical Security Unit through the International Duty Officer / GFU Compound Supervisor on all issues related to GFU operations in Kabul.

Responsibilities

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

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 organizations staffing tables, prints and reviews Umoja reports.
• Staffing tables, prints and reviews Umoja reports
• Follows-up on actions related to the administration of the unit’s human resources activities e.g. recruitment, ensuring consistency in the application of regulations and procedures.

Budget and Finance
• Monitors status of expenditures and allotments through Umoja records variations, updates budget tables.
• Consolidates Data received and provides supports to higher-level staff with respect to budget reviews of relevant intergovernmental and experts bodies.
• Reviews status of relevant expenditures and compares with approved budget.
• Reviews requisitions for goods and services to (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 follow-ups on 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 for example, operational travel programme, monitoring accounts and payments 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.

Contract Administration
• Assist with day-to -day administration of contracts between the UN and external contractors for outsourced services.
• Process payments of contractor’s invoices and monitor the payments.
• Prepares and process 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 Chief of Physical Security Unit and or the International Duty Officer / GFU Compound Supervisor.

Competencies

Professionalism: 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Planning and organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education

A minimum of three (3) years of progressively responsible experience in general administration, finance, budgeting, or contract management functions is required. The minimum years of relevant experience is reduced to one (1) year with a first-level university degree or equivalent.

Work Experience

Minimum of 1 year (first-level university degree) of progressively responsible experience within the United Nations Common system, comparable international organizations and/or the private or not-for-profit sector in the field(s) of finance, accounting, human resources, audit, administrative services, or Minimum of 3 years (with high school) of progressively responsible experience within the United Nations Common system, comparable international organizations and/or the private or not-for-profit sector in the field(s) of finance, accounting, human resources, audit, administrative services is required.

Experience in the use of Office Suite 360 is desirable.

Prior working experience of working in general administration, finance, budget, audit, or contract management is required.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and Pashto or Dari languages is required.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

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 ON APPLICANTS’ BANK ACCOUNTS.