Org. Setting and Reporting

This position is located in the Human Rights Service of the United Nations Assistance Mission in Afghanistan (UNAMA). The Administrative Assistant will be based in the UNAMA Human Rights Service in Kabul and supervised by the international Administrative Assistant, under the guidance of the Senior Human Rights Officer.

Responsibilities

Under the supervision of the international Administrative Assistant, the incumbent shall perform the following duties:

Human Resources Management
• Reviews, processes, and follows-up on actions related to the administration of the UNAMA Human Rights Service activities, e.g., recruitment, performance appraisal, training, relocation, and separation of staff members and ensures consistency in the application of regulations and procedures.
• Oversees the maintenance and updates of the UNAMA Human Rights Service staff data and attendance records and act as back up leave monitor.
• Liaises with the relevant administrative and Mission Support offices, as required.
• Assists with the maintenance of Job Opening files and keeps track of status of recruitment.
• Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, privileges and entitlements under the Staff Rules and Regulations.

Budget and Finance
• Provides support and coordination in the preparation and development of the UNAMA Human Rights Service work plan and budget.
• Consolidates data received and provides support to higher-level staff with respect to budget reviews, suggests reallocation of resources and implements the reallocation as necessary.
• Reviews status of relevant 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 budget performance submissions.
• Prepares statistical tables and standard financial reports.

General Administration
• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of the Principal Human Rights Officer/Chief of Service and other staff.
• Drafts routine correspondence in English, Pashto and Dari, and responds to enquiries in respect to relevant administrative personnel matters and other correspondence.
• Maintains files of rules, regulations, administrative instructions, and other related documentation.
• Maintains up-to-date work unit files in established SharePoint folders.
• Consolidate monthly requests for office supplies for the UNAMA Human Rights Service.
• Performs other related administrative duties, as and when required., (e.g., operational travel program; monitoring accounts and payments; physical space planning; identification of office technology needs; maintenance of equipment, software, and systems; organizes and coordinates awareness-raising sessions / capacity building, etc.; translation of documents; interpretation at meetings).

Competencies

PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial, and human resources rules and regulations in work situations. 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.

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.

Education

High school diploma or equivalent is required.
University degree in business administration, management, Human resources, Finance or similar fields are desirable.

Work Experience

As per the approved special measures for UNAMA, a minimum of four (4) years of experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher in business administration, management, Human resources, finance and related areas.

Experience in a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc., is required.

Experience in the use of Microsoft Office applications is required.

Experience in the application of various United Nations administrative, financial, and human resources rules and regulations in work situations 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, Pashto and Dari is required.

Assessment

Evaluation of qualified candidates may include an assessment exercise.

Special Notice

This position is temporarily available until 31 December 2023, with possibility of extension.

While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

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.

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.

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 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.