Org. Setting and Reporting

This position is located in the United Nations Assistance Mission in Afghanistan (UNAMA) Kabul Main Office. The Administrative Assistant reports to the Chief of Unit, UNAMA Field Technology Section.

Responsibilities

Within delegated authority and under the direct supervision of Chief FTS, the Administrative Assistant will perform the following responsibilities: Human Resources Management: • Performs various actions related to the administration of the work unit’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., consistently applying UN rules, regulations, policies and procedures. • Liaises with central administration/executive services as required. • Maintains vacancy announcement files and updates track vacancy announcements. • Prepares personnel actions through the UN’s current electronic tools, e.g., MIS/Nucleus/Umoja. • Advises staff on visa matters. • Provides advice and answers general queries on classification procedures and processes. • Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. • Monitors assigned staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff. Budget and Finance: • Provides assistance in the preparation and development of the office’s work programme and budget. • Assists in monitoring the budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and records reallocations of resources and implements the reallocations as necessary. • Collects data from relevant databases and assist in preparation of financial reports. • Provides assistance in the review, and preparation of the medium-term plan and its revisions. • Reviews and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements for the mission including programmatic aspects, monitors compliance with the medium-term plan and other legislative mandates. • May assist managers in the elaboration of resource requirements for budget submissions. • Monitors budget implementation/expenditures and records reallocation of funds as necessary. • Raises and reviews requisitions for goods and services to confirm (a) that correct objects code of expenditure have been charged, and (b) availability of funds. • Monitors extra-budgetary resources, in line with agreements and cost plans with special attention given to regulations and rules and established policies and procedures. • Assists in the preparation of budget performance submissions. • Assists in finalization of budget performance reports with attention given to variances between approved budgets and actual expenditures. General Administration: • Provides guidance to mission and/or subordinate staff. • May provide assistance in reviewing host country agreements, budget agreements, or contributions for grants or other activities within assigned areas. • Identifies and reports issues/problems as they arise and recommends appropriate actions. • Coordinates regularly with service units and liaises as needed with internal team members both at the mission and in outstations. • Performs other related administrative duties, as required (e.g., travel, monitoring accounts and payment to vendors and individual contractors for services, reviews physical space plans and assists in the identification of office technology needs, maintenance of equipment, software and systems, organizes and coordinates seminars, conferences and translations). Procurement: • Prepare Contractor/Vendor performance report for Procurement. • Review and submit Technical Evaluation documents for new material/services that are requested by the section to Procurement. • Coordinate with procurement on the status of shopping carts, purchase orders, shipments and delivery of goods and services. • Maintain and update contracts and monitor contracts for renewal/new bidding. • Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN. • Liaises with the UNAMA focal point regarding the processing or payment of contractors’ invoices and monitors payments. Data Analytics: • 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. Performs other related duties as required.

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

High school diploma or equivalent is required.

Job – Specific Qualification

A technical training in Finance, Budget, Human Resources Management or Administration is desirable.

Work Experience

A minimum of five (5) years of progressively responsible experience in administration is required. The minimum years of relevant experience is reduced to 3 years for candidates who possess a first level university degree or higher in Administration, finance, budget, accounting, audit, human resources or management. Solid computer skills including proficiency in word processing and spreadsheets are required. Familiarity with function-related provisions of United Nations Rules, Regulations, Manuals and Policies is required. Specific knowledge of the UN administrative electronic tools, such as Umoja or ERP is desirable. Experience working at a UN field mission or UN Agencies in this capacity 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 of oral and written Pashto or Dari is required.

Assessment

Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

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. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

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. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.